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Human Resources Manual

About the Print Edition of the HRM
In recognition of the widespread availability of computers and the internet as information processing tools, the online edition of the Human Resources Manual1 is now considered to be the reference edition of the Human Resources Manual. This print edition of the Human Resources Manual is provided primarily as a convenient way for those who prefer the use of a printed manual over one that is accessible online. The print edition of the Human Resources Manual is automatically generated from the content of the online edition of the Human Resources Manual. This version of the print edition of the Human Resources Manual was automatically generated from the online edition and reflects changes made to the online edition until: 2013-07-02 16:44 Due to the differences between the online and print mediums, minor discrepancies may exist between the two formats. In the event of such a discrepancy, the online edition of the Human Resources Manual is to be referred to as the reference edition. Please report any such discrepancies as you encounter them to the Human Resources Help Desk2.

1. http://www.hr.gov.nt.ca/policy/hrm/ 2. mailto:HRHelpDesk@gov.nt.ca

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Table of Contents
Introduction............................................................................................................................................ 3 0000 - Code of Conduct ........................................................................................................................... 5 0001 - Creation and Maintenance ................................................................................................. 7 001a - Oath of Office and Secrecy .............................................................................................. 11 001b - Code of Conduct - General .............................................................................................. 13 001c - Conflict of Interest - Outside Employment ......................................................................... 15 001d - Conflict of Interest - Political Activity ................................................................................ 19 001e - Government Vehicle Use.................................................................................................. 23 001f - Vehicle Use - Energy Consumption.................................................................................... 27 0100 - Hiring Process ............................................................................................................................ 31 100 - Introduction and Statement of Intent ................................................................................. 33 101 - Affirmative Action Policy .................................................................................................... 37 102 - Initiating A Competition .................................................................................................... 41 102a - Limited Competitions....................................................................................................... 45 102b - Eligibility Lists ................................................................................................................. 49 103 - Selection Committees........................................................................................................ 53 104 - Preparing the Screening Criteria ........................................................................................ 55 105 - Preparing the Job Advertisement ....................................................................................... 57 106 - Advertising....................................................................................................................... 61 107 - Acknowledging Applications............................................................................................... 65 108 - Interview Questions and Assignments ................................................................................ 67 109 - Screening Applications ...................................................................................................... 69 110 - Determining Suitability ...................................................................................................... 73 111 - Evaluating Interviews, Assignments and Tests .................................................................... 77 112 - Conducting Reference Checks............................................................................................ 79 113 - Conducting a Criminal Record Check .................................................................................. 83 114 - Conducting Additional Pre-Employment Checks ................................................................... 89 115 - Job Offers ........................................................................................................................ 91 116 - Regrets ............................................................................................................................ 97

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117 - Staffing Appeal Process .................................................................................................... 101 118 - Direct Appointments ........................................................................................................ 107 119 - Casual Recruiting............................................................................................................. 109 120 - Post-Secondary Student Employment Program...................................................................111 121a - Progressive Experience Program ..................................................................................... 115 121b - Relevant Experience Program ......................................................................................... 119 122 - Graduate Internships ....................................................................................................... 123 123 - NWTTA Teacher Recruitment ........................................................................................... 127 124 - Staffing Priority on NWTTA Competitions...........................................................................129 125 - Initiating a NWTTA Competition........................................................................................ 133 126 - NWTTA Selection Committees........................................................................................... 137 0200 - Employee Records ..................................................................................................................... 139 202 - Employee Identification Cards .......................................................................................... 141 203 - Personnel Records ........................................................................................................... 143 204 - Release of Information..................................................................................................... 145 0300 - Union Management Relations ..................................................................................................... 149 302 - Collective Bargaining........................................................................................................ 151 304 - Contracting Out ............................................................................................................... 153 305 - Union Use of Employer Premises, Facilities and Services .....................................................155 306 - Exclusions ....................................................................................................................... 157 0400 - Dispute Resolution ..................................................................................................................... 161 401 - Grievances and Complaints............................................................................................... 163 0500 - Employment Categories.............................................................................................................. 165 501 - Probationary Periods ........................................................................................................ 167 502 - Types of Employment ...................................................................................................... 169 502a - Term Employment ......................................................................................................... 171 502b - Seasonal Employment .................................................................................................... 173 502c - Part-Time Employment ................................................................................................... 175 502d - Casual Employment ....................................................................................................... 177 502e - Job Share ...................................................................................................................... 183 502f - Job Share - Health .......................................................................................................... 185 502g - Relief Employees ........................................................................................................... 189 503 - Changing Type of Employment ......................................................................................... 191

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504 - Conversion from Classroom Assistant to Teacher Position ...................................................195 0600 - Hours of Work and Overtime ...................................................................................................... 197 601 - Standard Hours of Work................................................................................................... 199 601a - College Educators .......................................................................................................... 201 601b - Court Reporters ............................................................................................................. 203 601c - School Year Employees................................................................................................... 205 601d - Midwives ....................................................................................................................... 207 601e - Renewable Resources Officer .......................................................................................... 209 602 - Non-Standard Work Schedules.......................................................................................... 211 602a - Compressed Work Week................................................................................................. 213 602b - Employee Scheduled Work ............................................................................................. 215 602c - Flex Time ...................................................................................................................... 217 603 - Shift Work....................................................................................................................... 219 603a - Airport Firefighters ......................................................................................................... 221 603b - Corrections Officers........................................................................................................ 223 603c - Marine Workers.............................................................................................................. 225 603d - Health Care Practitioners ................................................................................................ 227 603e - Parks, Visitor Centre and Forest Fire................................................................................229 604 - Overtime......................................................................................................................... 231 604a - Standby and Call-back.................................................................................................... 235 609 - Lieu Time........................................................................................................................ 239 0700 - Discipline .................................................................................................................................. 243 701 - Employee Discipline ......................................................................................................... 245 702 - Employees on Probation ................................................................................................... 253 703 - Suspension Pending Investigation ..................................................................................... 257 704 - Investigations.................................................................................................................. 261 0800 - Leave........................................................................................................................................ 267 801 - Leave - General ............................................................................................................... 269 802 - Attendance ..................................................................................................................... 273 802a - Attendance Management ................................................................................................ 277 803 - Travel Time for Medical Treatment.................................................................................... 281 804 - Vacation Leave ................................................................................................................ 283 804a - Vacation Leave Payout ................................................................................................... 285 805 - Winter Bonus Days .......................................................................................................... 287

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806 - Sick Leave....................................................................................................................... 289 807 - Injury-on-Duty Leave ....................................................................................................... 291 808 - Maternity Leave............................................................................................................... 293 809 - Parental Leave ................................................................................................................ 295 810 - Civic Leave...................................................................................................................... 297 811 - Special Leave .................................................................................................................. 301 812 - Other Leave With Pay ...................................................................................................... 303 813 - Time Off With Pay ........................................................................................................... 307 813a - Mandatory Leave with Pay .............................................................................................. 311 814 - Leave Without Pay........................................................................................................... 313 815 - Deferred Salary Leave Plan............................................................................................... 317 816 - Casual Leave ................................................................................................................... 323 0900 - Job Evaluation ........................................................................................................................... 325 901 - Job Evaluation - General .................................................................................................. 327 903 - Organization Charts ......................................................................................................... 329 904a - UNW and Excluded Job Evaluation ..................................................................................333 904b - Senior Management Job Evaluation .................................................................................335 905a - UNW Bargaining Unit Job Evaluation Appeals ...................................................................339 905b - Excluded Employee Job Evaluation Appeals .....................................................................345 1000 - Salary Administration ................................................................................................................. 349 1001 - Salary ........................................................................................................................... 351 1004 - Pay Increments ............................................................................................................. 353 1005 - Deductions From Pay ..................................................................................................... 355 1006 - Recoveries From Pay/Garnishment ..................................................................................357 1007 - Responsibility Allowance................................................................................................. 359 1008 - Pay Periods ................................................................................................................... 363 1009 - Pay for Performance ...................................................................................................... 365 1010 - United Way Payroll Deductions ....................................................................................... 369 1100 - Insurances ................................................................................................................................ 371 1101 - Insurances .................................................................................................................... 373 1104 - Employee Travel Accident Insurance ...............................................................................375 1109 - Indemnification.............................................................................................................. 377 1110 - Employment Insurance................................................................................................... 381 1200 - Allowances and Benefits ............................................................................................................. 383 - vi -

1201 - Dependants of Employees .............................................................................................. 385 1202 - Commuting Allowance .................................................................................................... 389 1203 - Safety Footwear and Gloves Allowance ............................................................................391 1204 - NWT Teachers' Association (NWTTA) Allowances .............................................................393 1205 - Allowances Based on Occupation .................................................................................... 395 1206 - Severance Pay ............................................................................................................... 397 1207 - Membership Fees........................................................................................................... 399 1208 - Bilingual Bonus .............................................................................................................. 401 1209 - Medical Travel Assistance (MTA) ..................................................................................... 405 1210 - Duty Travel and Accomodation ....................................................................................... 411 1211 - International Duty Travel................................................................................................ 413 1212 - Uniform Clothing Issue ................................................................................................... 415 1213 - Long Term Storage ........................................................................................................ 417 1214 - Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee ..........421 1215a - Ultimate Removal Assistance......................................................................................... 431 1215b - Ultimate Removal Assistance - NWTTA ..........................................................................435 1216 - Food and Transportation Assistance ................................................................................437 1217 - Northern Allowance........................................................................................................ 439 1219 - Employee and Family Assistance Program........................................................................441 1300 - Pensions ................................................................................................................................... 443 1301 - Pensions ....................................................................................................................... 445 1400 - Planning and Development ......................................................................................................... 447 1401 - Setting Planning Objectives ............................................................................................ 449 1402 - Region/Division Forecasts ............................................................................................... 453 1403 - Human Resource Action Plans......................................................................................... 455 1404 - Consolidating the Department Plan .................................................................................457 1405b - Entry Survey................................................................................................................ 459 1407 - Secondments................................................................................................................. 461 1408 - Transfer Assignments..................................................................................................... 465 1409 - Education Leave ............................................................................................................ 471 1410 - Short Term Education Leave ........................................................................................... 475 1412 - Tuition/Course Fees ....................................................................................................... 477 1413a - Employee Recognition Policy ......................................................................................... 479 1413b - Premier's Award for Excellence...................................................................................... 481

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1413c - Department Recognition ............................................................................................... 485 1413d Employee Recognition .................................................................................................... 489 1413e - Service Appreciation ..................................................................................................... 493 1500 - Occupational Health and Safety .................................................................................................. 495 1501 - Occupational Health and Safety ...................................................................................... 497 1502 - Protective Clothing and Safety Equipment........................................................................501 1503 - Smoke Free Workplace .................................................................................................. 503 1504 - Alcohol and Drugs.......................................................................................................... 505 1505 - HIV/AIDS In the Workplace ............................................................................................ 509 1506 - Power Outages .............................................................................................................. 513 1507 - Violence in the Workplace .............................................................................................. 515 1600 - Termination of Employment........................................................................................................ 519 1601 - Rejection During the Probationary Period.........................................................................521 1603 - Abandonment of Position................................................................................................ 523 1604 - Medical Termination....................................................................................................... 525 1605 - Resignation ................................................................................................................... 529 1606 - Retirement .................................................................................................................... 531 1607 - Death in Service ............................................................................................................ 533 1608a - Priority Staffing ............................................................................................................ 535

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nt. Authorities and Agencies except where specifically stated in the application section. • Public Service Regulations. guidelines and procedures described in this manual originate from the • Public Service Act. • Union of Northern Workers' Collective Agreement.gov. http://www. • Other legislation as appropriate. Guidelines and procedures contained within the HRM apply to all employees in the public service of the Government of the Northwest Territories.htm 1.hr.ca/policy/hrm/HRHelpDesk@gov. These authorities prevail if there is any discrepancy between them and the information in this manual. If you have any specific questions. Boards. its Departments.nt. the NWT Power Corporation only uses this manual for guidance in those areas where it has not established its own policies and procedures. The authority for the program policies.gov. and • Executive council policies. • Staffing Appeals Regulations. The information in this manual is subject to change from time to time. Every effort will be made to keep the manual current.nt. • Excluded Employees' Handbook. • Northwest Territories Teachers' Association Collective Agreement. • Public Service Holidays Order.Introduction Introduction Introduction The Human Resource Manual (HRM) contains comprehensive information on human resource management within the Territorial public service. Corporations. Councils. • Senior Managers' Handbook.ca -3- . Last Updated: August 2007 Online Edition URI: http://www.ca/policy/hrm/Introduction/default. Except where expressly stated.hr. please contact the Department of Human Resources1.

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Code of Conduct .0000 .

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-7- . regardless of employment title.Creation and Maintenance Application The Human Resource Manual (HRM) contains information on human resource management within the Government of the Northwest Territories. Definitions The following definitions apply to the Human Resources Manual: “employer” means Government of the Northwest Territories. Except where expressly stated. “guidelines” are a plan or explanation that provides guidance in setting standards or determining a course of action. Commissions. It applies to objects. Authorities and Agencies except where specifically stated in the application section. “may” expresses permission and the right to choose. “must” expresses mandatory action or circumstances. “NWTTA” means the Northwest Territories Teachers’ Association. The HRM applies to all employees in the public service of the Government of the Northwest Territories. “procedures” are internal instructions that set out how tasks or processes are completed. The HRM contains direction on implementation of articles found in collective bargaining agreements and employee handbooks as well as other human resource matters. Councils. “manager” means an employee who operates in a supervisory or managerial capacity. “government” means Government of the Northwest Territories. its Departments. The collective agreement or handbook takes precedence where there is a conflict between these directives and the collective agreement or handbook. Corporations. It provides: • direction for effective day-to-day operation of GNWT human resources • consistent approaches to human resource management across the GNWT • guidance and flexibility for managing GNWT human resources. the Northwest Territories Power Corporation only uses this manual for guidance in those areas where it has not established its own policies and procedures.Creation and Maintenance 0001 . They are an official recommendation indicating how to do something or the action to take in a particular circumstance. similar to how “shall” expresses mandatory actions for persons.0001 . Guidelines must normally be followed unless there are valid reasons to do otherwise. The direction provides additional information on existing articles and provides consistency and continuity in human resource management administration.

the Union of Northern Workers. as required. Deputy Heads are responsible for implementing and communicating each new or revised section to employees. including developing or updating relevant divisional work procedures or processes. “responsible unit” means the unit with expertise in the Department of Human Resources designated to lead the development of guidelines and/or where appropriate procedures. “UNW” means those bargaining unit members falling within the Main Collective Agreement with the Union of Northern Workers. The Policy unit of the Department of Human Resources notifies human resource practitioners. etc. revised or rescinded for a variety of reasons including Executive Council or Financial Management Board direction. Guidelines Approval and Maintenance The Department of Human Resources maintains the Human Resource Manual to ensure its relevancy. the Northwest Territories Power Corporation and the Workers’ Safety and Compensation Commission of substantive changes made to sections of the Human Resource Manual. Client Service Managers are responsible for notifying managers in departments and agencies in their portfolio.Human Resources Manual “public service” means Northwest Territories public service. Communication/Distribution The Human Resource Manual is published on the Department of Human Resources website. arbitration awards. Non-substantive Changes The Director of Human Resource Strategy and Policy is authorized to approve non-substantive changes to manual sections as follows: • Non-directive or procedure parts such as • numbering • title pages • appendices/links containing examples or guides • table of contents • references • history section of individual sections -8- . not mandatory action is necessary. jurisprudence. “will” expresses certainty. “should” expresses a normal course of action that may only be altered with good reason. the Northwest Territories Teachers’ Association. On occasion all employees may be notified by email messenger if new or substantial changes to practices are approved. HRM sections may be created. collective bargaining negotiations. “shall” expresses mandatory action by a person.

HRM Section 1413b – Premier’s Award for Excellence: 14 indicates Chapter 1400. history and responsible unit. sections or divisions where the change affects only internal operations and does not impact worker or employer rights or responsibilities. effective date. • Changes that are clearly contemplated by other decision-making bodies such as the correction of cross references to other handbooks. if required. Provides additional information on terms. Each section contains headings that summarize the content. content or interpretation • punctuation such as adding a comma or apostrophe • format of document • Changes to titles of staff. For example. Requirements to guide managers decision making. Organization and Structure The sections in the Human Resource Manual have been grouped into chapters that relate to general human resource management functions. Additional headings may be used as necessary. b indicates an additional subject for Section 13.0001 .Creation and Maintenance • Grammatical or style changes that do no affect meaning. Outlines general operational process on how a task is completed Provides the authority. Title Reference Authority Application Definitions Guidelines Procedures About this section Not all headings may be used in a section. -9- . Sections revised with non-substantive changes are signed by the Director of Human Resource Strategy and Policy. For example. a “See Also” heading may provide links to other documents or web pages that can assist the user on similar or related topics. Heading Reference Number Description Appears in the Table of Contents and in the file name. etc. • Changes in titles of persons or things. The Director of Human Resource Strategy and Policy reports any non-substantive changes made under this authority at the next Department of Human Resources Senior Management Committee meeting. or wording from sources outside the control of the Department of Human Resources where there is no change in the substance of the applicable law. The reference number identifies the section and topic. the section number and if required an alphabetic subject identifier. if required. Identifies the application of the guidelines. Clearly identifies the subject area. 13 indicates Section 13 of Chapter 14. etc. Identifies the collective agreement/employee handbook article. policy. manuals. Non-substantive changes made under this authority may also be reported at the next Deputy Ministers’ Human Resource Committee Meeting. The numbering system used in this manual is divided into the chapter number.

10 - .Code of Conduct/0001/default. or earlier if required. 2012 New.00) February 5. Procedures are reviewed at least every three years as part of the section review. About this section Authority: Effective Date: History: Responsible Unit: Human Resources Establishment Policy (14. Maintenance and Repeal Policy and Communication Last Updated: February 2012 Online Edition URI: http://www. Procedures The Department of Human Resources is responsible for the creation of general operational procedures that provide direction on how a human resources task or process is completed. Creation.gov.hr.Human Resources Manual Review Cycle Human Resource Manual sections are reviewed as least every three years.ca/policy/hrm/0000 .htm .nt.

affirmed through the Oath of Office and Secrecy. The release of confidential information that employees receive through the course of their employment may have a significant impact on the GNWT’s ability to manage its affairs or to maintain a perception of impartiality and integrity with its clients and the public. 2. must take the following oath or affirmation: I. if disclosed.001a . or their ability to access such information. disclose or make known any matter that comes to my knowledge by reason of such employment.Oath of Office and Secrecy 001a . To protect the interests of the GNWT. GNWT employees have a duty of loyalty to the GNWT as their employer. __________. Each employee. The application of the Oath of Office and Secrecy after ceasing to be an employee is of particular importance where employees or former employees have had access to confidential and/or privileged information. confidential information that employees receive through their employment must not be divulged to anyone other than persons who are authorized to receive the information both during their employment and after they terminate their employment. In circumstances where an employee. OR I. requires employees to serve the GNWT to the best of their ability. its clients and the public. These guidelines and procedures apply to all employees. 2. or in the case of former employees the Deputy Head of their former Department. employees must not use confidential information. for the purpose of furthering any private interest or as a means of making personal gains. or a former employee. 3. Guidelines 1. 3. reasonably believes that they may be asked to or feel pressured to breach their Oath of Office and Secrecy or that they may be in breach of their Oath of Office and Secrecy the employee or former employee shall notify their Deputy Head. __________. except those employed by the NWT Power Corporation. Application 0. without due authority. So help me God. before being paid any remuneration. could harm the interests of the Public Service of the Northwest Territories and/or the people it represents. which. in writing of the . solemnly affirm and declare that I will faithfully and honestly fulfil the duties that devolve upon me by reason of my employment in the Public Service of the Northwest Territories and that I will not.11 - . without due authority. The duty of loyalty. As well. 1. All employees must abide by the Oath of Office and Secrecy. solemnly and sincerely swear that I will faithfully and honestly fulfil the duties that devolve upon me by reason of my employment in the Public Service of the Northwest Territories and that I will not.Oath of Office and Secrecy Introduction 1. disclose or make known any matter that comes to my knowledge by reason of such employment.

5. failure to comply with the Oath of Office and Secrecy may result in legal action against the former employee.nt.12 - . In the case of a former employee. Authorities and References Public Service Act Section 39.gov. 4. Oath Public Service Regulations Schedule Form 1 Oath of Office and Secrecy Managers' Handbook Oath of Office and Secrecy Excluded Employees' Handbook Oath of Office and Secrecy Code of Conduct Confidential Information and the Oath of Office and Secrecy Last Updated: January 2006 Online Edition URI: http://www.hr.Code of Conduct/001a/default.htm .Human Resources Manual circumstances and request clarification of the obligations arising from their Oath of Office and Secrecy.ca/policy/hrm/0000 . Failure to comply with the Oath of Office and Secrecy could result in disciplinary action up to and including dismissal.

Employees must arrange their personal affairs so there is no contravention of the Code. It also outlines what steps employees should take to ensure they do not place themselves in a situation that can be perceived as a conflict of interest. including immediate family and spouse. 3. and in specific areas once an employee terminates their employment. which may be a conflict of interest. friends. 4.hr. relatives. These guidelines apply to all employees. it is essential that GNWT employees adhere to high ethical standards that maintain and foster public confidence.001b . service. Conflict of interest exists where there is an actual or perceived incompatibility between an employee’s duties and responsibilities of office and the private interests of the employee or an immediate family member which can include but is not limited to pecuniary interests including investments and business involvements. where such information is not available to the public. council or committee or other organization. outside employment. any situation.13 - . whether voluntary or otherwise.General 001b . Employees are not prevented from using Government information that is available to the public in the management of their private affairs. 2. except those employed by the NWT Power Corporation.Code of Conduct . The Government of the Northwest Territories (GNWT) is entrusted with the protection of the public interest. employees must manage their private affairs so that neither they nor their immediate family. business associates or former business associates benefit from the use of such information. To ensure continued public confidence in the impartiality and integrity of the public service the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories1 identifies standards of conduct for GNWT public service employees in the execution of their duties.htm . 2.gov. Employees are responsible for making sure there are no conflicts of interest. 2. Application 1. 1.ca/policy/default.General Introduction 1. on a board. However.Code of Conduct . In view of the importance of this trust.nt. An employee who contravenes any section of the Code may be subject to disciplinary action up to and including dismissal. Employees shall disclose and discuss with their Deputy Head. http://www. and personal relationships. Guidelines 1. Definitions 1. Employees must perform official duties and arrange private affairs so public trust in the integrity and objectivity of the Government is conserved and strengthened. Code means the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories.

nt.ca/FAMWeb/index.ca/policy/hrm/0000 . In the case of employees of the Department of Human Resources.htm 2. The Code and Directive 2004. General Section 50. Gifts and other Benefits Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories Last Updated: September 2007 Online Edition URI: http://www. Political Partisanship Public Service Regulations Section 41-47. Should an employee not agree with any decisions or actions taken as a result of the application of the Code. Complaints from the public about employees' conflicts (i.Code of Conduct/001b/default. Where a Deputy Head seeks to prohibit an employee’s actions under the provisions of the Code.hr. Procedures 1.fmbs. the employee has the right to request a review of that decision to the Deputy Minister of Human Resources. Gifts and other Benefits.. of the Financial Administration Manual2 outline the use of public funds for hospitality and gifts and employee acceptance of hospitality and gifts as part of the business protocol beyond the scope of the guidelines in HRM Section 1413 for employee recognition. Authorities and References Public Service Act Section 34. Grievances Section 48.14 - .nt. All employees shall receive a copy of the Code when hired. a review request can be made to the Secretary to Cabinet. Restriction on Outside Employment Collective Agreement with NWTTA Article 24. 6.Human Resources Manual 5. Mayor of Municipality Section 51 (Schedule A). Extending and Accepting Hospitality. the employee may access the grievance process contained in the appropriate collective agreement or the Public Service Act.e.gov.html . Extraneous Duties and Outside Employment Senior Managers' Handbook Conflict of Interest Excluded Employees' Handbook Conflict of Interest Financial Administration Manual Directive 2004. Oath of Office Collective Agreement with UNW Article 8. http://www.gov. 3. 2. outside activities) will be referred to the appropriate Deputy Head. Extending and Accepting Hospitality.

Definitions 1. It also outlines what steps employees should take to ensure they do not place themselves in a situation that can be perceived as a conflict of interest.ca/policy/default.Outside Employment 001c . Conflict of interest exists where there is an actual or perceived incompatibility between an employee’s duties and responsibilities of office and the private interests of the employee or an immediate family member which can include but is not limited to pecuniary interests including investments and business involvements. whether voluntary or otherwise. However. 2.Conflict of Interest . Guidelines 1. 1. http://www. service or volunteer activities.Outside Employment Introduction 1. self-employment. where employees engage in outside employment. outside employment. Employees must perform official duties and arrange private affairs so public trust in the integrity and objectivity of the Government is conserved and strengthened. councils or committees and volunteer activities. and personal relationships. service. These guidelines apply to all employees. Employees take part in a wide range of activities outside of GNWT employment including volunteer activities. council or committee or other organization. 2. To ensure continued public confidence in the impartiality and integrity of the public service the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories1 identifies standards of conduct for GNWT public service employees in the execution of their duties. service or volunteer activities. Outside activities includes outside employment.nt. service (with or without remuneration) on boards. and in specific areas once an employee terminates their employment. Employees must arrange their personal affairs so there is no contravention of the Code.hr.gov. outside employment and service (either volunteer or paid) on boards.Conflict of Interest . except those employed by the NWT Power Corporation.001c . 3. Application 1.15 - . cause a conflict of interest. Code means the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories. employees must ensure outside activities do not: a. self-employment. on a board. 2. councils or committees. including immediate family and spouse. It is not the GNWT’s intention to prevent employees from engaging in outside employment.htm .

Employees should also notify their Deputy Head if their outside activity changes (i. any situation. 3. A copy of this information is placed on the employee's personnel file. Deputy Head approval in writing is required before employees start any outside activities that may create a real or perceived conflict of interest. An employee who contravenes any section of the Code may be subject to disciplinary action up to and including dismissal. a review request can be made to the Secretary to Cabinet.e. Should an employee not agree with any decisions or actions taken as a result of the application of the Code. General Section 50. involve the use of Government premises. Procedures 1. outside activities) will be referred to the appropriate Deputy Head. the employee shall be notified in writing together with the reason for withholding such permission. When the Deputy Minister makes a determination to prohibit or places conditions on an employee’s engagement in an outside activity due to a possible conflict of interest. In the case of employees of the Department of Human Resources. 6. Mayor of Municipality Section 51 (Schedule A). the employee shall notify the Deputy Head in writing of the nature of such outside activity. the employee has the right to request a review of that decision to the Deputy Minister of Human Resources. or e. 4. place the employee in a position where the employee has confidential knowledge or information that the employee can exploit for personal gain. Where a Deputy Head seeks to prohibit an employee’s actions under the provisions of the Code. equipment or supplies.16 - . or to represent a GNWT opinion or policy. 5. Oath of Office Collective Agreement with UNW Article 8. interfere with regular duties. When an employee wishes to carry on any outside employment.. 3. A Deputy Head must obtain approval from the Secretary to Cabinet. d.e. This can be done by sending the Deputy Head a letter explaining the outside activity with a copy to the supervisor. different employment or volunteer for a another organization) or when previous approval is several years old. 2. 5. be performed in such a way as to appear to be an official act on the GNWT’s behalf. All employees shall receive a copy of the Code when hired.Human Resources Manual b. c. service or volunteer activities outside of regularly scheduled hours of duty. Grievances Section 48. Restriction on Outside Employment . Employees shall disclose and discuss with their Deputy Head. Complaints from the public about employees' conflicts (i. the employee may access the grievance process contained in the appropriate collective agreement or the Public Service Act. 4. Authorities and References Public Service Act Public Service Regulations Section 41-47. which may be a conflict of interest..

Outside Employment Collective Agreement with NWTTA Article 24.Conflict of Interest .nt.htm .Code of Conduct/001c/default.ca/policy/hrm/0000 . Extraneous Duties and Outside Employment Senior Managers' Handbook Conflict of Interest Excluded Employees' Handbook Conflict of Interest Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories Last Updated: September 2007 Online Edition URI: http://www.17 - .hr.gov.001c .

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Territorial riding association is the Territorial association of a political party. outside employment. Within the constraints established in the Public Service Act and the Code.ca/policy/default. including immediate family and spouse. Conflict of interest exists where there is an actual or perceived incompatibility between an employee’s duties and responsibilities of office and the private interests of the employee or an immediate family member which can include but is not limited to pecuniary interests including investments and business involvements.001d . Code means the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories. 2. 4. 3. whether voluntary or otherwise. employees are free to participate in political activities.Political Activity 001d . If engaging in political activities.19 - .hr. service.nt. Employees must arrange their personal affairs so there is no contravention of the Code. It also outlines what steps employees should take to ensure they do not place themselves in a situation that can be perceived as a conflict of interest. Application 1. http://www. including belonging to a political party. Official agent means an official agent as defined in the NWT Elections Act or the Canada Elections Act as applicable. Employees must perform official duties and arrange private affairs so public trust in the integrity and objectivity of the Government is conserved and strengthened. supporting a candidate for elected office 1. To ensure continued public confidence in the impartiality and integrity of the public service the Code of Conduct Respecting Conflict of Interest and Oath of Office and Secrecy for the Employees of the Government of the Northwest Territories1 identifies standards of conduct for GNWT public service employees in the execution of their duties. 5. Candidate means a candidate as defined in the NWT Elections Act or the Canada Elections Act as applicable. and personal relationships.Conflict of Interest . council or committee or other organization. Political party means a registered political party as defined in the Canada Elections Act or an unregistered political party functioning in the Northwest Territories to achieve political aims. Guidelines 1. on a board.Political Activity Introduction 1.htm . 2. Definitions 1. employees must be able to maintain impartiality in relation to their duties and responsibilities. These guidelines apply to all employees in the Territorial public service. 6.gov.Conflict of Interest . 2. and in specific areas once an employee terminates their employment.

merely because they attend political meetings. positions or policies. c. equipment or services belonging to or in the possession of the GNWT for the purposes of any political activity. c. All employees shall receive a copy of the Code when hired. 10. 4. 6. Employees are prohibited from: a. All allegations or complaints from the public regarding employees' political activities will be referred to the appropriate Deputy Head and are directed to the Minister of Human Resources. personally soliciting funds for a territorial political party or candidate. including any criticism of candidates. Procedures 1. being a candidate in a federal. as long as the political activities are clearly separated from the activities related to his or her employment. provincial or territorial election. supplies.20 - . b. Employees are responsible for making sure there are no conflicts of interest.Human Resources Manual and actively seeking elected office. If. Employees are not in violation of paragraph 12 above. riding or association. b. serving as executive officer of a federal political party. as a result of an investigation. . the Minister of Human Resources is convinced that an employee has contravened the Code. are members of a political party or contribute money to any political candidate or party. using the premises. 7. An employee who is declared elected as a Member of the Legislative Assembly of the Northwest Territories or of the House of Commons of Canada ceases to be an employee. Employees must submit a written application requesting a leave of absence without pay to seek nomination as a candidate and to be a candidate for election. engaging in any political activity for or on behalf of a territorial. Employees in specific positions (see #86 and #88 of the Code) are also prohibited from: a. or g. the Minister takes appropriate disciplinary action. campaigning on behalf of or otherwise actively work in support of a territorial or federal political party or candidate. air charters. unless the premises are leased residential premises. d. 3. attending any meeting of a territorial or federal political party as a voting delegate. provincial or federal campaign literature or other promotional material in any office or premises belonging to or in the possession of the GNWT. unless the premises are leased residential premises. provincial or federal political party or a candidate during working hours. f. or d. serving as an official agent for a candidate or as an executive officer of a territorial political party or territorial riding association. 9. 8. 5. publicly expressing views on any matter that forms part of the platform of a territorial or federal political party of candidate. An employee who contravenes any section of the Code may be subject to disciplinary action up to and including dismissal. displaying or distributing territorial. unless on a leave of absence granted by the Minister of Human Resources for that purpose. intentionally using or attempting to use their position to affect the political activity of any other person. e.

Mayor of Municipality NWT Elections and Plebiscites Act Section 1. Employees who are elected to a federal. Political Partisanship Public Service Regulations Section 49. The Department of Human Resources submits a written request to the Department of Justice to publish a notice in the “Northwest Territories Gazette”. the Department of Human Resources arranges to publish a notice that the employee was granted a leave of absence in the “Northwest Territories Gazette” and a widely distributed Northwest Territories newspaper as follows: a. The Deputy Head forwards the leave application to the Deputy Minister of Human Resources and a brief is prepared for consideration by the Minister of Human Resources. the employee may access the grievance process contained in the appropriate collective agreement or the Public Service Act. General Section 50. 6. a review request can be made to the Secretary to Cabinet. 5. the employee has the right to request a review of that decision to the Deputy Minister of Human Resources.Conflict of Interest . and b. A leave of absence without pay must be obtained from the Minister of Human Resources before an employee can seek nomination as a candidate in a federal or territorial election. An employee must apply in writing for this leave to the Deputy Head. 9. Should an employee not agree with any decisions or actions taken as a result of the application of the Code. employees must make written disclosure to the Deputy Head. 3. 10.1). Definitions Section 168 (2. In the case of employees of the Department of Human Resources. In circumstances when it is not clear whether an employee may enter into a political activity. 11. the employee shall be notified in writing. The Department of Human Resources prepares and submits a notice to the appropriate newspapers. If permission is withheld. Employees. the employee shall notify the Deputy Head in writing of the nature of the intended political activity and seek approval. Return Respecting Election Contributions and Expenses . Maximum Contribution Section 179 (1). effective the day of the election. The leave of absence without pay shall begin prior to an employee's declaration of candidacy and end on the day the results of the election are officially declared or an earlier date as may be requested by an employee who has ceased to be a candidate.001d . Where a Deputy Head seeks to prohibit an employee’s actions under the provisions of the Code. who seek election and are not elected. 4. 8.21 - . are entitled to return to the same or similar employment. When engaging in political activities that may conflict in a manner that is real or perceived with employment duties or that compromise the interests of the Government. provincial or territorial office shall resign their employment. Once the leave is approved by the Minister of Human Resources. effective the day after the election. Authorities and References Canada Elections Act Public Service Act Section 34.Political Activity 2. 7.

hr.Human Resources Manual Code of Conduct Political Activity Last Updated: September 2007 Online Edition URI: http://www.nt.22 - .ca/policy/hrm/0000 .gov.Code of Conduct/001d/default.htm .

Government Vehicle Use 001e . 4. 5. 3. 1. This applies to employees who use a GNWT vehicle while on standby and call outs. leased or rented for GNWT business. such as snow machines. 4.gov. Employees who drive vehicles in the performance of their duties are required to abide by the vehicle use guidelines. 2. Government employees must obey all traffic laws and follow the procedures in these guidelines when driving GNWT vehicles and rental vehicles on GNWT business.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eGeneralLossReportingProcedures. with the exception of the NWT Power Corporation. Vehicle includes automobiles. Registration and insurance cards are to be in the vehicle as required by the Motor Vehicles Act.hr. 6. pickup trucks and any other motorized vehicles. Government employees who use GNWT vehicles are required to have the appropriate license and be informed of these guidelines. 6. Energy Conservation is the planned effort to decrease the amount of energy used in GNWT operations in order to reduce costs and the environmental impact of energy use. 3. that are owned.Government Vehicle Use Introduction 1.001e . Vehicle Fleet is the collection of vehicles owned or leased by GNWT departments.23 - . Client Services is the Client Services Division of the Department of Human Resources. ALL accidents must be reported in accordance with the General Loss Reporting Procedures1 whether or not another party is involved. The Government of the Northwest Territories ensures that vehicles are available to GNWT employees who require them to carry out the duties of their position.nt. Definitions 1. as well as during regular working hours. passenger vans. Application 1. All government vehicles must be insured and registered. Guidelines 1. Vehicle Fleet Administrator is the individual(s) responsible in each department for the maintenance of the vehicle fleet. http://www. 5. These guidelines and procedures apply to all employees and to contractors using government vehicles. GNWT vehicles may NOT be used for personal reasons unless express written permission has been obtained from the Deputy Head. 2. Government vehicles are to be maintained and available for use by authorized employees. 2.pdf . Vehicle Care is the required procedures to maintain a vehicle in energy efficient running order.

nt.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eVehicleAccidentReportForm.pdf . 2. Employees may have to pay for repairs or damages. • Advise employees that GNWT vehicles must not be used for transporting employees to and from airports that have a taxi service. • Ensure that there is a Vehicle Accident Report Form3 in the vehicles and that they are completed and sent to Risk Management and Insurance if an accident occurs.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eVehicleMaintenanceRecordofRepairs. • Advise employees that they must not use cell phones while driving a government vehicle or while driving their personal vehicle on government business. • Follow usual disciplinary procedures if problems with the use of GNWT vehicles occur during working hours (such as accidents.24 - . http://www.pdf http://www.hr. • Inspect vehicles periodically.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eVehicleChecklist. Supervisors of employees who drive as part of their job must: • Make sure that a photocopy of each employee’s current driver’s license is on their personnel file. 5. • Make sure the employee has the appropriate class of licence for the vehicle they will be driving. and complete the Vehicle Maintenance Record of Repairs4 each time the vehicle undergoes repairs.nt. and may be disciplined for unauthorized personal use of the vehicle. • Ensure that the vehicle registration and insurance card are current and that original documents are kept in the vehicle and copies of the documents are on file. inside and out.hr.nt. • Coordinate delivery and return of vehicles for maintenance and repair.pdf http://www. • Inform employees and contractors of the vehicle use guidelines and ensure that they are followed. and • Inspect and replenish vehicle supplies in the spring and summer of each year.gov.gov. 3. parking tickets and related towing charges associated with the use of GNWT vehicles. 2.nt.hr. Drivers of GNWT vehicles and rental vehicles used for government business must: • Use GNWT vehicles ONLY for GNWT business except where express written permission has been obtained from the Deputy Head. Vehicle Fleet Administrators must: • Ensure that vehicle maintenance is scheduled in accordance with the manufacturers’ instructions. and as required on an ongoing basis using the Vehicle Checklist5. 2 • Contact Client Services for assistance in determining any labour relations implications should the employee accumulate 12 demerit points or are involved in numerous accidents or incur any traffic fines. • Ensure that all employees who use GNWT vehicles more than 40 hours per year complete the Driver Abstract Consent Form.Human Resources Manual Procedures 1. abuse or unauthorized use).hr.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eDriverAbstractConsentForm. complete inspection reports.gov. 4. carelessness.gov. 3. and • Ensure that the vehicle is kept neat and clean.pdf http://www.

Do not exceed posted speed limits. 7.25 - . • Not smoke in the vehicle.hr. traffic. • Be familiar with the Winter Travel Guidelines8. • Use common sense. if two or more employees are going to the same place.pdf http://www. • Ensure material and equipment is secured at all times.Government Vehicle Use • Complete the Daily Trip Record 6located inside the vehicle every time the vehicle is used. • Make best use of the vehicle.gov. and • Advise his/her supervisor if he/she has been advised by the Registrar of Motor Vehicles that 12 demerit points has been reached. • Park in GNWT parking spaces.nt.pdf http://www.nt. travel together. 10.nt. • Not drive when conditions are hazardous.nt. • Report any traffic fines.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eGeneralLossReportingProcedures.gov. parking tickets and related towing charges associated with the use of GNWT vehicles. • Report all accidents in accordance with the General Loss Reporting Procedures9 and complete the Vehicle Accident Report Form10 located in the vehicle. tire inflation) and report problems and unsafe vehicles to his/her supervisor. • Remove personal belongings and garbage after using shared or loaned vehicles.hr.Rules of the Road. except for work related emergencies. Section 56 (1) Insurance Act Part V .ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eDailyTripRecord.pdf . • Take the shortest possible route. 9. • Keep vehicle logs according to departmental procedures.pdf http://www. • Return shared or loaned vehicles and keys promptly with fuel topped up.001e . • Use seat belts and ensure that all passengers use seat belts. road and vehicle conditions.pdf http://www.Automobile Insurance 6.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eWinterTravelGuidelines. • Consult his/her supervisor about approval to take the vehicle home if the employee is on call or working after normal hours.hr.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eRecordofOilandGas.hr. • Complete the Record of Gas and Oil7 every time the vehicle is refuelled.gov. economy and safety when using vehicles. 8. • Be familiar with the Vehicle Use Energy Conservation Guidelines as set out in Section 001f of the Human Resources Manual. • Do normal safety checks (such as checking fluid levels.gov. http://www.nt.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eVehicleAccidentReportForm. • Drive at a speed compatible with weather. Authorities and References Motor Vehicles Act Part IV .hr.gov. where provided. To minimize costs.

26 - . Use of Government Equipment and Property Human Resources Manual Section 001f.hr.Code of Conduct/001e/default.Duty Travel (Renting Vehicles) Last Updated: January 2007 Online Edition URI: http://www.nt. Energy Conservation Financial Administration Manual Section 9-13(2) .Human Resources Manual Code of Conduct Section 76.Reporting of Losses Section 802 .gov.htm .ca/policy/hrm/0000 .

2. Timers and/or temperature sensors must be installed in vehicle plug-ins in order to conserve electricity. Energy Conservation is the planned effort to decrease the amount of energy used in GNWT operations in order to reduce costs and the environmental impact of energy use. except those employed by the NWT Power Corporation. leased or rented for GNWT business. 2. Vehicle Fleet Administrator is the individual(s) responsible in each department for the maintenance of the vehicle fleet. who use government vehicles and who are responsible for the purchase and maintenance of vehicle fleets. 2. 5. . All GNWT vehicles must undergo regularly scheduled maintenance to ensure the most fuel-efficient operation possible. Application 1.Energy Consumption 001f . 4.001f . The schedule should be based on use and in accordance with manufacturers’ instructions for vehicles under warranty. Vehicle includes automobiles. In order to decrease the amount of fuel used by the Government.Vehicle Use . 3.Vehicle Use . The Government of the Northwest Territories is committed to making every effort to conserve the amount of fuel it uses. the vehicles should be the most fuel efficient and lightweight models available that are adequate for the task. Departments are required to purchase or lease the most energy efficient vehicle that will meet their needs.Energy Consumption Introduction 1. Vehicle Care is the required procedures to maintain a vehicle for optimal energy efficiency. Definitions 1. Remote starters installed in GNWT vehicles must be programmed to allow a maximum idle time of 15 minutes. These guidelines and procedures apply to all employees. pickup trucks and any other motorized vehicles that are owned. 4. 5. passenger vans. Procedures 1. 3. When purchasing or leasing new vehicles for their fleet. Government vehicles must be used in a manner that supports energy conservation efforts. Guidelines 1. Vehicle Fleet is the collection of vehicles owned or leased by a GNWT department.27 - .

6. 10 minute warm up time is acceptable for temperatures between -11 °C and -40 °C. iii. Avoid sudden lane changes. Refrain from using gasline de-icers unless there are difficulties. http://www. 3.pdf . • Coordinate the delivery and return of vehicles for maintenance and repair. Maintain a safe following distance.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001f/documents/001fVehicleDamageProblemReport. ii. Warm the vehicle up by driving slowly for the first 5 kilometres. and vi. Accelerate slowly for maximum fuel economy. and • Inspect vehicles periodically and complete inspection reports. Abide by the vehicle care requirements. • Vehicle Fleet Administrators will support energy conservation by caring for their fleet as follows: • Ensure that vehicle maintenance is scheduled. iv. Employees are encouraged to follow fuel-efficient driving practices: i. 3. Avoid sudden braking and accelerating. iv. ii. The engine should idle only long enough to clear the interior of the windshield. and vi. Take the shortest and most direct route. iii. Use GNWT vehicles only for GNWT business. Keep idling time to a minimum. If a Vehicle Fleet Administrator is not identified for the employee’s department. • Winter driving practices are as follows: 1. the problem should be reported to his/her supervisor. Accelerate slowly for maximum fuel economy. 1.gov. Abide by the winter driving practices outlined in Item 17.28 - . Anticipate stops and brake early. 8. v. plug in the block heater for two hours. No warmup time is required when the temperature is above -10 °C. 2.nt. Do not use GNWT vehicles for transporting employees to and from airports if a taxi service is available.Human Resources Manual a. Use 4-wheel drive only in situations where it is absolutely required.hr. 7. Employees will support energy conservation by caring for government vehicles as follows: • Report all vehicle problems to the Vehicle Fleet Administrator by completing the Vehicle Damage/Problem Report1. Some gas line de-icers dry out fuel injectors and destroy gasket material. Employees using government vehicles must: i. If the temperature is below -30 °C. 5. Never exceed the speed limit. 4. Travel together if going to the same place b. v.

Code of Conduct/001f/default.hr. Abide by Winter Travel Guidelines2 Authorities and References Code of Conduct Section 76.29 - . Vehicle Use Last Updated: August 2007 Online Edition URI: http://www.Energy Consumption 9. and 10.001f . Drive at a speed that is appropriate for road and weather conditions.hr.gov. http://www.nt.nt.gov.ca/policy/hrm/0000%20-%20Code%20of%20Conduct/001e/documents/001eWinterTravelGuidelines.pdf .ca/policy/hrm/0000 .htm 2. Use of Government Equipment and Property Human Resources Manual Section 001e.Vehicle Use .

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0100 .Hiring Process .

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Rulings and advice concerning the Staffing Guidelines will be documented and communicated to client services staff on a regular basis and are intended as standards for future practice. Each section follows a standard format and includes any related staffing support information such as examples.Introduction and Statement of Intent Introduction 1.Initiating a Competition 102a.33 - .Selection Committees 104 .Job Offers .Conducting Additional Pre-Employment Checks 115 .Limited Competitions 102b. the NWT Human Rights Act and the Canadian Charter of Rights and Freedoms. equitable and will comply with all relevant policies and guidelines. 3. 2.Staffing and the Affirmative Action Policy 102 .Screening Applications 110 .Introduction and Statement of Intent 100 . The Staffing Guidelines have been designed as an electronic reference that enhances ease of access and maintenance. Assignments and Tests) 111 . transparent. The Department of Human Resources shall provide clarification and interpretation of the Staffing Guidelines.Preparing the Screening Criteria 105 .Evaluating Interviews. 5. This contributes to a Public Service that is competent and representative of people it serves. administrative procedures and forms where these exist.Advertising 107 . the Official Languages Act. The Minister responsible for the Public Service Act has the exclusive right and authority to appoint persons to positions in the Public Service. Recruitment and selection practices will also be carried out in a manner that is consistent with other territorial and federal legislation including the Financial Administration Act.Eligibility Lists 103 .Conducting Reference Checks 113 .Conducting a Criminal Records Check 114 . 4. Assignments and Tests 112 . Guidelines 1.100 .Determining Suitability (Interviews. Included are guidelines for the following activities related to staffing in the GNWT: 101 .Preparing the Job Advertisement 106 . Appointments to positions in the Public Service will be based on merit and selection decisions will be fair. The Staffing Guidelines provide supervisors and human resources representatives with procedures to ensure that appointments are made in a manner consistent with the Public Service Act and the goals of the Government of the Northwest Territories (GNWT).Acknowledging Applicants 108 .Interview Questions 109 . The Minister responsible for the Public Service Act delegates staffing authorities to Deputy Heads to the maximum extent possible to assist them to meet their operational objectives and to respond efficiently and effectively to increasing and changing demands.

ca Authorities and References Public Service Act Affirmative Action Policy Human Rights Act Financial Administration Act Canadian Charter of Rights and Freedoms Last Updated: October 2006 . Box 1320 Yellowknife NT X1A 2L9 Phone: (867) 920-3398 Fax: (867) 873-0235 E-mail: chrs@gov.nt.34 - . The Staffing Guidelines and all applicable examples. Assignments and Tests NWTTA Conducting Reference Checks NWTTA Conducting a Criminal Records NWTTA Conducting Additional Pre-Employment Checks NWTTA Job Offers for NWTTA Positions NWTTA Regrets on NWTTA Competitions Inquiries 1. Questions regarding the application or interpretation of these guidelines may be directed to: Director Corporate Human Resources Department of Human Resources Government of the Northwest Territories P.Human Resources Manual 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 Regrets Staffing Appeal Process Direct Appointments Casual Recruiting Post Secondary Student Employment Program Progressive Employment Program Graduate Internships NWTTA Teacher Recruitment – Introduction & Statement of Intent NWTTA Staffing Priorities Initiating an NWTTA Competition NWTTA Selection Committee NWTTA Preparing the Screening Criteria NWTTA Preparing the Job Advertisement NWTTA Advertising NWTTA Acknowledging Applicants NWTTA Interview Questions NWTTA Screening Applications NWTTA Determining Suitability (Interviews. administrative procedures and forms shall be maintained by the Department of Human Resources.O. Assignments and Tests) NWTTA Evaluating Interviews.

100 .ca/policy/hrm/0100 .35 - .htm .nt.Hiring Process/100/default.hr.gov.Introduction and Statement of Intent Online Edition URI: http://www.

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• Regrets (Section 1165). Assistant Deputy Minister.ca/policy/hrm/0100%20-%20Hiring%20Process/116 http://www. it is important that Selection Committee members understand how the Affirmative Action Policy impacts their decisions throughout the staffing process. 6.gov. Definitions 1. http://www.gov. Management Occupations means those positions with a four-digit NOC code starting with 001. but is not necessarily restricted to.hr. • Job Offers (Section 1154).nt.ca/policy/hrm/0100%20-%20Hiring%20Process/105 http://www.hr. education requirements and working settings for occupations in the GNWT. aptitudes.gov. 6.Affirmative Action Policy Introduction 1.ca/policy/hrm/0100%20-%20Hiring%20Process/109 http://www. Affirmative Action Policy means the guidelines that support the GNWT’s commitment to a competent Public Service that is representative of the population it serves (see the Human Resources website6 for a copy of the Affirmative Action Policy).101 . particularly as it relates to the following staffing activities: • Preparing the Job Advertisement (Section 1051).hr. either as a full participant or in an advisory capacity with no vote in the final hiring decision.ca/policy/hrm/0100%20-%20Hiring%20Process/101/documents/Non-TraditionalOccupationsNov2012. 4. 1. This section provides an overview of the Affirmative Action Policy.nt.ca/ http://www.nt.nt.nt. NOC Code means the National Occupational Classification (NOC) code that represents a description of the duties.ca/policy/hrm/0100%20-%20Hiring%20Process/111 http://www.nt. Director and Superintendent level positions. skills. Prior to commencing a competition. 3. Where appropriate. 5. Non-Traditional Occupations are occupations where 70% or more of the incumbents are male and there are ten or more incumbents in the occupational group or sub-group (non-traditional occupations7).gov. 5. • Evaluating Interviews. Resident means those candidates who have lived in the Northwest Territories for one year or more. interests. 4.pdf .hr.Affirmative Action Policy 101 . 2.gov.37 - .hr. 2.gov.hr. 7.nt.ca/policy/hrm/0100%20-%20Hiring%20Process/115 http://www. Assignments and Tests (Section 1113). 7. These are Deputy Minister. a Human Resources Representative and the Supervisor of the position being filled. a member with technical expertise or community representative may be added to the Selection Committee.hr. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process.gov. 3. • Screening Applications (Section 1092). Selection Committee includes.

Human Resources Manual 8. Guidelines 1. Resident Women are females who are living in and have lived in the Northwest Territories for at least one year immediately prior to applying on a competition . 2. training and career advancement opportunities. Inuit or Metis people.1 of the Vital Statistics Act and any Canadian aboriginal persons who have lived more than half of their life in the Northwest Territories.Males Priority 2 Resident Women Priority 3 Indigenous Non-Aboriginal Persons or Resident Disabled Persons No Priority All Other Applicants All Other Competitions Priority 1 Indigenous Aboriginal Persons Priority 2 Indigenous Non-Aboriginal Persons or Resident Disabled Persons 8. 10 Resident Disabled Persons are persons who are living in and have lived in the Northwest Territories for at least one year immediately prior to applying on a competition and who are at a disadvantage because of a medically certified learning. Indigenous Non-Aboriginal Persons are non-aboriginal persons born in the Northwest Territories or who have lived more than half their life in the Northwest Territories. . A person without such a disability would not encounter these difficulties. 11. 11 11. or physical disability where the disability handicaps the person in taking advantage of employment. All job advertisements and competition posters shall identify the GNWT as an Affirmative Action employer.38 - . 10.Females b) Indigenous Aboriginal Persons . 10. 8 Indigenous Aboriginal Persons means those persons who are descendants of the Dene. emotional. Staffing priority shall be granted to the designated groups specified in the GNWT’s Affirmative Action Policy as follows: Competitions for Management or Non-Traditional Occupations Priority 1 a) Indigenous Aboriginal Persons . indigenous to the present boundaries of the Northwest Territories and includes any aboriginal persons resident at birth pursuant to Section 7. mental. 9 9. 9.

nt. If necessary. but must do so prior to a job offer being made. Affirmative action candidates who meet the screening criteria shall be considered for an interview before non-priority candidates. 9. 8. Procedures 1. 2. 10.101 . Treaty cards. The Human Resources Representative verifies the NOC code for the position. If the selection committee chooses to verify the affirmative action status of a candidate who does not declare their affirmative action status. Individuals who were not living within the current boundaries of the NWT prior to April 1. The Affirmative Action Policy is applied to create a short list of applicants to be interviewed (see Section 10912. 4. 6. they meet the requirements for priority hiring status. The selection committee ranks qualified. 1999 retain their affirmative action hiring status. they cannot claim priority hiring status.39 - .Affirmative Action Policy No Priority All Other Applicants 3. they must do so for all candidates. Aboriginal and non-aboriginal people who were living within the current boundaries of the NWT prior to creation of Nunavut on April 1. http://www. Applicants are responsible for identifying their eligibility for priority consideration when applying for a Government position. Employees on the staffing priority list under the Staff Retention Policy shall receive staffing priority over all other candidates (HRM Section 1602-a. 1999 are considered residents of another jurisdiction and must have their status assessed. beneficiary cards or other official documents considered appropriate by the Human Resources Representative may be used to assess staffing priority.Priority Staffing).ca/policy/hrm/0100%20-%20Hiring%20Process/109 . 5. Affirmative action candidates who receive a passing mark on the interview shall be granted hiring priority over non-priority candidates. 12. Applicants should identify their priority at the time of application. suitable applicants of the same priority by merit following interviews. 7. If they have lived half of their life or were born within the current boundaries of the NWT. If they have not lived half their life or were not born within the current boundaries of the NWT. The Human Resources Representative may verify staffing priority of individuals who have indicated affirmative action status by requesting additional proof. 4. Applicants applying for priority as a disabled person shall provide medical certification of that disability.gov. Metis cards. 6.hr. 5. Lay-Off . Indigenous aboriginal or indigenous non-aboriginal persons who qualify under the program and are residing outside the NWT are granted staffing priority. the Human Resources Representative verifies the priority status of affirmative action candidates prior to screening. The Human Resources Representative includes the following phrase on all competition advertisements: “AFFIRMATIVE ACTION EMPLOYER” and the following statement on all competition posters or advertisements: “Candidates must clearly identify their eligibility in order to receive priority under the Affirmative Action Policy”. 3. Screening Applications).

ca/policy/hrm/0100 .Human Resources Manual 7.Hiring Process/101/default.hr. The Human Resources Representative shall notify all unsuccessful affirmative action candidates of the outcome of the competition.nt.gov. Staffing priority will be given to employees on the staffing priority list according to their affirmative action status. Authorities and References Public Service Act Affirmative Action Policy Last Updated: August 2010 Online Edition URI: http://www.htm .40 - . 8.

When there is a vacancy to be filled and where the Department. Selection Committee includes. or certified criminal records check. Board or Agency plans to fill it through a competition. Chief Executive Officer. is currently employed as an indeterminate or term Government of the Northwest Territories’ (GNWT) employee. A Deputy Head. NOC Code is the National Occupational Code that designates a position in a certain occupational grouping. Where appropriate. 7. 8. 3. 5. the Department. but is not necessarily restricted to. coordinating. a member with technical expertise or community representative may be added to the Selection Committee. Management Occupations are occupations responsible for planning. Non-Traditional Occupations are occupations where 70% or more of the incumbents are male and there are ten or more incumbents in the classification group or sub-group. Definitions 1. resides in a specific geographical area or community. 4. and/or b. organizing. 2. is an Affirmative Action designated group member. either as a full participant or in an advisory capacity with no vote in the final hiring decision. These are Deputy Minister. identifies the need to fill a vacant position and submits a request either in writing or by e-mail. Board or Agency must initiate a competition. Assistant Deputy Minister. Screening criteria are prerequisite experience and education that candidates shall possess before consideration can be given for an interview. The Human Resources Representative verifies the following: . 2. It is typically recorded in PeopleSoft. Based on National Occupational Classification (NOC) coding.Initiating A Competition 102 .102 . Guidelines 1. a Human Resources Representative and the Supervisor of the position being filled. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. Limited Competition involves a narrow scope of recruitment that seeks to hire a candidate who: a. Director and Superintendent level positions. criminal records check.Initiating A Competition Introduction 1. and controlling the activities of programs or services generally through subordinate supervisors. and/or c. or delegate. to the Department’s assigned Human Resources Representative. positions classified under four digit NOC codes starting with 001 are considered management occupations.41 - . directing. Hiring Risk Assessment Model is a tool that may be used by the Human Resources Representative to determine what type of verification a position requires– education/certification/employment check. 6.

Competition files are to be kept for a period of at least two years Procedures 1.hr. a highly sensitive position or has been reviewed using the Hiring Risk Assessment Model1 tool (instruction sheet2). and i. b. 37. b. The Human Resources Representative will use the Competition Checklist3 to ensure compliance with staffing guidelines.42 - . Failure to do so may negatively impact the quantity and quality of applicants.5 hour week etc).nt.nt. g. 5. e.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/HiringRiskAssessmentModel.Human Resources Manual a. The Human Resources Representative or assistant initiates a competition in the Government Human Resource Management System (PeopleSoft Recruitment Module). The Human Resources Representative determines. 4. f. Limited Competitions).nt. Positions of trust.gov. which will generate a competition number.gov. the position is a position of trust. part-time. term.hr. 4. the pay level. 3. 2. 5. position type (full-time. continuous. the position has been evaluated. The Human Resources Representative determines whether there are employees on the staffing priority list to consider for the vacancy prior to advertising. procedures and timelines. the organizational chart is current and has been approved by the Deputy Head. the job description is current and has been approved by the Deputy Head. 1. in consultation with the supervisor. http://www. c. Whenever possible. d.hr. 40 hour week. in which case a competition is optional. seasonal. h. the NOC code for the position. The supervisor of the position and the Human Resources Representative consider the necessity or merit in limiting the scope of the competition (see Section 102a.doc . and c. highly sensitive positions or positions having been identified as moderate or high risk during the assessment will require a criminal records/certified criminal records check. http://www. 3.gov. the Human Resources Representative creates a competition file which includes: a. location of the position. Once a staffing request is received. non-continuous. the job description and organization chart.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InstructionHiringRiskAssessmentModel. http://www. the authorization to staff the position. competition checklist. management or non-traditional occupation.pdf 3. whether the vacancy will be filled by a regular transfer assignment of less than one year in length or a developmental transfer assignment of less than two years in length. the position should be evaluated prior to advertising.xls 2.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/CompetitionChecklistTemplate.

ca/policy/hrm/0100 .hr.nt.Initiating A Competition Authorities and References Public Service Act Last Updated: October 2006 Online Edition URI: http://www.102 .htm .gov.Hiring Process/102/default.43 - .

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The selection of persons for appointment to positions in the Public Service shall be based on merit. is an Affirmative Action designated group member. departments may limit the scope of their recruitment effort to ensure that it is conducted in the most responsive and effective manner. Guidelines 1.Limited Competitions 102a . 2. 3. Limited Competitions involve a narrow scope of recruitment that seeks to hire a candidate who: a. within the parameters outlined in the staffing guidelines related to affirmative action.g. ii. open to indeterminate or term GNWT employees only).Limited Competitions Introduction 1. 6. Examples are: a. Definitions 1. When it is in the best interest of the Public Service. Term Employee is a person employed for a specified period of time. either as a full participant or in an advisory capacity with no vote in the final hiring decision. Rationales for limited competitions shall demonstrate that it is appropriate to limit the scope of recruitment in the following manner(s). 4. . but is not necessarily restricted to. Where appropriate. Selection Committee includes. resides in a specific geographical area or community. well-qualified employees. Indeterminate Employee is a person employed for an indeterminate period. 2. 5. Scope of Recruitment refers to the nature or location of the applicant pool that is eligible to apply for the position. Limited competitions shall be supported by a brief written rationale that is to be included in the competition file.g.102a . 3. Limited to GNWT indeterminate and term employees: i.45 - . and/or b. and/or c. is currently employed as an indeterminate or term GNWT employee. open to indigenous aboriginal indeterminate or term GNWT employees only). Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. a Human Resources Representative and the supervisor of the position being filled. To provide a progressive opportunity for an affirmative action employee (e. a member with technical expertise or community representative may be added to the Selection Committee. It directly influences how the position will be advertised. Deputy Heads are the approval authority for limited competitions. with a view to developing a northern public service staffed by competent. To ensure critical public service experience that is not likely available outside of government (e. 4.

Limited to GNWT indeterminate employees from a specific Department to help administer a re-organization that has resulted in a number of potentially affected employees (under the Staff Retention Policy). approval is requested from the Deputy Head or his/her delegate. To improve the volume of affirmative action employees in a specific geographical area or community (e. 3. Requests must include a description of the intended scope of recruitment.g. 4. Hiring Process). If a limited competition is desirable. 2. Limited to a specific geographical area or community excluding the current boundaries of the Northwest Territories and the City of Yellowknife: i.46 - .g. NWT only). To assist in retaining valuable skills by providing a natural progression for other positions or groups of positions within a specific geographical area or community (e. the Department may broaden their recruitment effort through territorial or nation-wide advertising. open to indigenous aboriginal persons residing within a 100 kilometer radius of Deline). Limited to designated group members under the Affirmative Action Policy. e. 5. To support the training and development of existing employees where a position has been difficult to fill and there are existing employees who could do the job with some time in a trainee capacity to reach the appropriate skill level. d.Human Resources Manual iii. Prior to advertising. c. To support the career development of existing employees who have demonstrated a commitment to the organization. If a suitable candidate is not found through a limited competition. To assist in retaining valuable skills by providing a natural progression for other positions or groups of positions within the Territorial Public Service. Authorities and References Canadian Charter of Rights and Freedom UNW Collective Agreement Public Service Act . ii. To lower the cost of recruitment by hiring a qualified candidate who resides in the appropriate geographical area or community (e.g. iv. b. All aspects of the competition are conducted in compliance with GNWT Staffing Guidelines (see Section 100. open to persons residing within a two hundred mile radius of Inuvik). iii. the Supervisor of the position and the Human Resources Representative consider the merit in limiting the scope of the competition. or v. The Human Resources Representative determines whether there are employees on the staffing priority list to consider for the vacancy prior to advertising. open to persons residing within a 100 kilometer radius of Deline. The Human Resources Representative initiates a competition in the Government Human Resource Information System (PeopleSoft Recruitment Module) and specifies the appropriate scope of recruitment. Procedures 1.

htm .hr.gov.Limited Competitions Last Updated: July 2006 Online Edition URI: http://www.ca/policy/hrm/0100 .47 - .Hiring Process/102a/default.102a .nt.

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e. Eligibility lists are a cost-effective and efficient method of staffing similar positions.49 - . the applicants in the competition folder are determined to be on an eligibility list for similar positions. Eligibility lists may be used to staff similar positions at higher or lower pay levels than the original competition position to a maximum of two levels (i. but is not necessarily restricted to. 5. 2. 2. 4.Eligibility Lists Introduction 1. 3. a Policy Officer competition at pay level 16 that established an eligibility list may be used to fill a Policy Coordinator position at pay level 14). the list may be used to fill subsequent similar vacancies that would otherwise be filled through a competition. 3. 6. Eligibility lists are established by the Department of Human Resources to fill similar vacancies within the Public Service. The appeal rights are provided to candidates when the first job offer is made. Definitions 1. a member with technical expertise or a community representative may be added to the Selection Committee. An eligibility list is established after the appeal period on the initial competition is over. An eligibility list can be either: a. 7. either as a full participant or in an advisory capacity with no vote in the final hiring decision.Eligibility Lists 102b . 4. Where appropriate. Selection Committee includes. Guidelines 1.102b . Eligibility list is an inventory of applicants who have applied on a staffing competition and may be qualified to fill future similar vacancies. When a competition is held and no one is appointed to the position. prequalified applicants who have been tested and interviewed. Qualified employees available through the Staff Retention Policy must be considered before applicants on an eligibility list. and there is an appointment of an applicant to the Public Service. or b. The remaining applicants in the competition folder are determined to be on an eligibility list for similar positions. Human Resources Officer means those employees of the Department of Human Resources designated to coordinate the recruitment process. a Human Resources Officer and the supervisor of the position being filled.. All Government of the Northwest Territories’ (GNWT) competitions are advertised as having the potential to create eligibility lists for similar positions. Screening criteria sets out the prerequisite experience and education that candidates require to be considered for an interview. Once an eligibility list is established. a competition folder with resumes of applicants. An applicant may request to be removed from an eligibility list at any time. .

Human Resources Manual 8. 3. 6. If a candidate is selected from the prequalified list. b. pay level. This should be done before the selection committee reviews applicant’s resumes. the selection committee: a.Selection Committees) determines if the existing screening criteria. if an Administrative Assistant position requires more experience/knowledge in the use of Microsoft Excel than the use of Microsoft Word. If the manager agrees to use an established eligibility list. the job description and organization chart. c.Initiating a Competition). b. The Human Resources Representative initiates a competition in the Government Human Resource Management System (PeopleSoft Recruitment Module). The Human Resources Representative adds the newly generated competition number to the existing competition file from which the eligibility list was created and includes the following information: a. and c. assignments need to be revised.50 - . assignments need to be revised. 7. interview questions and. Factors to consider when using an eligibility list include: a. the Human Resources Officer will review the job description and screening criteria to see if they are comparable to similar positions in recent competitions. the likelihood that the remaining applicants are qualified and interested. competition checklist. The Selection Committee (see Section 103. reviews only the resumes of those applicants who have completed an interview and/or test(s). Board or Agency of position. location and Department. the authorization to staff the position. the possibility that qualified and interested applicants did not apply on the original competition and are not included in the eligibility list. The eligibility list may be established for more or less time as appropriate to the vacant positions and extended if necessary. 4. the title. Eligibility lists are normally established for a term of six months. and b. and b. does not have to review resumes of applicants who have failed previous interviews and/or tests. interview questions and. asks candidate for permission to check references if the candidate is interested in the position. 5. For example. the screening criteria. e. the Human Resources Officer contacts the candidate and provides them with details on: a. If the selection committee uses a list of prequalified applicants. provides the applicant with the position description if necessary. the eligibility list process. d. Procedures 1. confirms whether the applicant is interested in being considered for the position. which will generate a competition number. if applicable. if applicable. The manager initiates a competition (see Section 102. 2. and . The Human Resource Officer explains the eligibility list option.

gov.ca/policy/hrm/0100 . The Human Resources Representative contacts applicants selected at least 24 hours prior to the interview and provides them with details on: a..51 - . 9. and e. reference checks. six months).Hiring Process/102b/default. c. pay level. confirms whether the applicant is interested in remaining on the eligibility list for future competitions. location and Department. b.. The remaining applicants stay on the eligibility list and their resumes may be reviewed again during future competitions until the eligibility list expires or is exhausted (i. the Selection Committee will review all resumes in the competition file against the selection criteria (see Section 109.102b . d.Eligibility Lists f. 12. etc. provides the applicant with the position description if necessary. The Human Resources Officer also provides the candidate with other interview information outlined in Section 109. interviews. the eligibility list process. confirms whether the applicant is interested in remaining on the eligibility list for future competitions. Last Updated: October 2006 Online Edition URI: http://www. No regrets or appeal rights are provided to the remaining applicants. the title. 11.htm .e. 10.Screening Applications).hr. Board or Agency of position.nt. The selection committee follows the applicable sections of the staffing process (i. confirms whether the applicant is interested in the position. The Human Resources Representative provides the successful applicant with a job offer. If the selection committee uses a competition eligibility list without a prequalified applicant list.) to determine the best candidate.Screening Applications.e. 8.

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apply Affirmative Action priority. Where appropriate. interview and assignment components of the competition in order to maintain consistency. assignments and anticipated responses. Guidelines 1. The Selection Committee shall include at least the Human Resources Representative and Supervisor of the position being filled. b. 6. Definitions 1. approve the advertisement. The Selection Committee will: a. Each competition requires a Selection Committee that will apply the relevant policies and guidelines to determine the most suitable candidate. Where a Committee member must remove himself/herself from the competition and it is necessary to replace that member.Selection Committees Introduction 1. the recommended maximum size of the Selection Committee is three people. but is not necessarily restricted to.Selection Committees 103 . a member with technical expertise or community representative may be added to the Selection Committee. develop/ approve the screening criteria. 5. Where appropriate. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. The Selection Committee shall include. d. . review all northern applications to determine whether they meet the screening criteria (southern or non-affirmative action applicants maybe screened only by the HR Representative). develop/ approve interview questions. e. 3. Members of the Selection Committee are expected to participate in all aspects of the screening. but is not necessarily restricted to. Depending on the level of the position. c. either as a full participant or in an advisory capacity with no vote in the final hiring decision. a substitute may be used for interviews as long as he/she reviews and concurs with the competition file prior to participating and signs off on all components of the file. a Human Resources Representative and the Supervisor of the position being filled.103 . 2. 4. 3. 2. either as a full participant or in an advisory capacity with no vote in the final hiring decision.53 - . Screening Criteria are prerequisite experience and education that candidates shall possess before consideration can be given for an interview. a member with technical expertise or community representative may be added to the Selection Committee. Selection Committee includes. a Human Resources Representative and the Supervisor of the position being filled.

All Selection Committee members should become familiar with the GNWT hiring process.Hiring Process/103/default. emphasizing the importance of maintaining confidentiality. and h. Selection Committee members should excuse themselves from participating as part of the Selection Committee if they are not able to participate for the duration of the hiring process. rate and rank the candidates. Authorities and References Public Service Act Section 17. Procedures 1. 8.54 - . The Human Resources Representative provides Selection Committee members with information on GNWT Staffing Practices and Procedures. 7.ca/policy/hrm/0100 . 2. are required to discuss this with the other Selection Committee members and. attend a staffing appeal hearing if requested. Appointments by competition Last Updated: July 2006 Online Edition URI: http://www.Human Resources Manual f. Selection Committee members who find themselves in a potential conflict of interest situation due to a relationship with the candidate. The Human Resources Representative assembles the Selection Committee.nt. The Human Resources Representative provides Selection Committee members with an expected timeline for the competition process so that competition activities can be co-ordinated. guidelines and procedures. 9. if necessary. assess information obtained in the references or criminal records checks. 3.gov. interview. withdraw from the competition.hr. g.htm .

The job description is used as a guide to create the "screening criteria" which establishes various combinations of education and experience required to do the job. 6. the sentence “Other combinations of education and experience will be considered on a case by case basis” must be included on the screening criteria sheet. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. Experience and education combinations must often be considered on a case by case basis. 2. Qualified means that applicants meet predetermined staffing requirements that are established by the Selection Committee through the selection criteria. They consist of a combination of prerequisite experience and education. 5. As it is not possible to identify all equivalencies. To assist in the identification of equivalencies. 4. 3. Definitions 1. Statutory requirements for position qualifications must be included in the screening criteria.104 . 2. Selection Committee includes. Where appropriate. but is not necessarily restricted to.Preparing the Screening Criteria Introduction 1. 4. 5. either as a full participant or in an advisory capacity with no vote in the final hiring decision. Equivalencies are the various combinations of education and experience required to do the essential duties of the job. However. For example: requiring "GNWT experience" may discriminate against people who have never worked for the GNWT. Some examples of statutory requirements are: a. .Preparing the Screening Criteria 104 . for a position which requires the employee to drive. a member with technical expertise or community representative may be added to the Selection Committee. this is only a guideline. 3.55 - . applicants must have a driver's license or be able to obtain a driver's license within a reasonable time. the GNWT practice is to consider one year of directly related experience equivalent to one year of education and vice versa. Guidelines 1. Systemic Employment Barriers refer to job requirements that unfairly exclude qualified people from competing for jobs. Competition File is the official record of the competition containing all documents specified in the guidelines. a Human Resources Representative and the Supervisor of the position being filled. The Selection Committee shall identify at least two combinations of education and experience they consider equivalent to the education and experience listed in the job description for the position. Screening criteria will be established to determine which candidates qualify for further consideration.

The Human Resources Representative prepares a draft of the screening criteria based on the actual knowledge. 3. The screening criteria shall be completed prior to reviewing applications for the position. abilities. for a lawyer's position. dated and signed by all Selection Committee members. Appointments by competition Last Updated: August 2006 Online Edition URI: http://www. http://www. the screening criteria should address a more general requirement such as experience in a computerized accounting environment. the applicant must be eligible to be a member of the NWT Law Society. 2. or c.gov.pdf .ca/policy/hrm/0100 . Procedures 1.Human Resources Manual b. The screening criteria is dated and signed off by all members of the Selection Committee to indicate consensus agreement of the Selection Committee.Hiring Process/104/default. experience and education specified in the job description. See the screening criteria1 for an example.hr.56 - . 8.nt. for a physician's position. 6.hr.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/ScreeningCriteria. For example. 4.gov.nt. Authorities and References Public Service Act Section 17. skills. rather than requiring experience with the Government of the Northwest Territories' Financial Information System (FIS).htm 1. The original copy of the screening criteria. is placed on the competition file. the screening criteria shall be completed prior to the preparation of the advertisement. the applicant must meet registration and licensing requirements under the Medical Profession Act. Screening criteria shall not result in the establishment of systemic employment barriers. 7. Where possible.

Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. 5. Systemic Employment Barriers refer to job requirements that unfairly exclude qualified people from competing for jobs. http://www. 6. A shopping list advertisement shall include the following: 1. 3. 4. 2. Job advertisements must be placed on the GNWT Human Resources website. Newspaper advertisements may be in shopping list1 or full body2 format. 6.gov. but with less detail in the duties.gov. the following statement should be included in the advertisement: “ Salary is currently under review”.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/FullBodyAd. 5. 4. http://www. Positions should be evaluated prior to advertising whenever possible. A job advertisement provides relevant information to qualified individuals to encourage them to apply on a position. experience and equivalencies section. The job advertisement must not result in the establishment of systemic employment barriers. Under no circumstances should a competition be advertised unless the Deputy Head or his/her delegate has approved a valid job description and organizational chart. In this event. Equivalencies are the various combinations of education and experience required to do the essential duties of the job. A mid-size format includes the same information as a full-body advertisement.Preparing the Job Advertisement 105 . a member with technical expertise or community representative may be added to the Selection Committee.57 - .Preparing the Job Advertisement Introduction 1. Where appropriate. Competition File is the official record of the competition containing all documents required by policies and guidelines. 2. Advertising without an evaluation will negatively impact quality and/or quantity of the applicants. For example: requiring "GNWT experience" may discriminate against people who have never worked for the GNWT.nt. Definitions 1. but is not necessarily restricted to. Therefore. a mid-sized ad may be used in place of a full-body ad.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/ShoppingListAd. only under extenuating circumstances may a position be advertised while awaiting job evaluation. Selection Committee includes.hr. Qualified means that applicants meet predetermined education and experience or equivalencies that are established by the Selection Committee. Preparation is required to develop an effective advertisement.pdf .105 . education. 3.hr. If appropriate.pdf 2. either as a full participant or in an advisory capacity with no vote in the final hiring decision.nt. a Human Resources Representative and the Supervisor of the position being filled. Guidelines 1.

n. The basic combination of education. Where to submit application (phone. e-mail address. Northern Allowance amount. Position title. seasonal.ca/employment . c. o. j. Candidates must clearly identify their eligibility under the Affirmative Action Policy in order to receive priority consideration. Hourly and annual salary. that the position is a management or non-traditional occupation. If applicable. m.Human Resources Manual a. Employing department. term). Possession of a criminal record will not necessarily disqualify candidates from further consideration. A brief summary of the major duties (from the job description). k. g. h. l. An eligibility list for similar positions may be established. Equivalencies will be considered. 3. A full-body advertisement should include the following: a. i. 7. Position location. Type of position (indeterminate. e-mail address. d.gov. that the position is a management or non-traditional occupation. h. i.hr. k.58 - . Type of position (seasonal. f. Employing department. Position location. d. Competition reference number from PeopleSoft. Closing date. e. Position title. Northern Allowance amount. c. fax number). Closing date. e. experience knowledge and skills identified in the screening criteria and job description. Employment in some positions requires an acceptable criminal records check. mailing address. Affirmative Action employer. fax number). g. Hourly and annual salary. m. Where to submit application (phone. part time). If applicable. j. Transfer Assignments may be considered. http://www. Competition reference number from PeopleSoft. mailing address.nt. part-time. For copies of the job poster and description please visit the employment opportunities page on the Human Resources website3. term. f. l. b. and p. b.

hr.ca/policy/hrm/0100%20-%20Hiring%20Process/105/documents/Non-TraditionalOccupationsNov2012. Government of the Northwest Territories' logo. Director and Superintendent level positions. The closing date is normally two weeks from the advertisement’s first appearance in a newspaper (closing dates could be staggered e. Transfer Assignments may be considered. and/or b. q.nt.hr.gov. 6.ca/employment http://www. internet advertisements shall include the same information as a full body ad.nt. All jobs must be advertised on the GNWT website: 5www. p. o.59 - . Some middle management occupations may be non-traditional occupations.ca/employment6 9.gov.gov. s. Only those positions with a four-digit NOC code starting with 001 are considered management occupations. r. Prior to advertising. These are Deputy Minister.ca/employment http://www. Assistant Deputy Minister. and b. Possession of a criminal record will not necessarily disqualify candidates from further consideration. and t. Employment in some positions requires an acceptable criminal records check. Candidates must clearly identify their eligibility under the Affirmative Action Policy in order to receive priority consideration. The Human Resources Representative will need to verify the NOC code for the position and refer to the Non-Traditional NOC Code List7. Where possible. An eligibility list for similar positions may be established. This is a non-traditional occupation. Wednesday or Friday). Where appropriate. 13.hr.pdf . Procedures 1. “Candidates must clearly identify their eligibility in order to receive priority consideration under the Affirmative Action Policy. This is a management occupation.Conducting a Criminal Records Check).hr. 11. Middle management occupations are not considered management occupations for the purposes of the Affirmative Action Policy. 15.nt.hr. Equivalencies will be considered. 4.gov. 14.ca/employment/ http://www. 12. the Human Resources Representative confirms whether there are employees on the Staffing Priority List to consider for the position. 8. this may be lengthened or shortened depending on the Department’s specific requirements.gov.nt. however.Preparing the Job Advertisement n. the following statements should also be included in advertisements: a.105 . 7. For copies of the job poster and description please visit the employment opportunities page on the Human Resources website4. 10.nt. Equivalencies will be considered.g. 5. Criminal records checks are required for all positions of trust (see Section 113. This list is updated biannually. Monday. Exceptions are made for individual boards and agencies. http://www. The following statements should be included in every advertisement: a.

g. Authorities and References Public Service Act Section 17. Appointments by competition Last Updated: August 2006 Online Edition URI: http://www. The Human Resources Representative determines the required distribution for the advertisement and prepares an appropriate draft using the information specified in the job description and screening criteria. Copies of the advertisements shall be placed on the competition file. 3.Human Resources Manual 2.hr. The Human Resources Representative must ensure there is consistency in the education and experience listed in the job description. The Supervisor approves the advertisement prior to the position being advertised. Ref # 2006-63-3512).ca/policy/hrm/0100 .Hiring Process/105/default.htm . 4.nt.60 - .gov. 5. The Human Resources Representative generates a competition reference number from the Peoplesoft Recruitment Module and includes the Department Code (e. the screening criteria and the advertisement.

106 . but is not necessarily restricted to. 3. All advertisements must follow the Advertising . French advertisements are placed in L'Aquilon newspaper. Hay River and Yellowknife are to be advertised in French as well as English.hr. a member with technical expertise or community representative may be added to the Selection Committee. it must be advertised in English and in the required official language in the regional or territorial-wide newspaper(s) considered appropriate by the advertising Department. magazines. Advertising is not restricted to newspapers and posters. 3. 7. GNWT advertising is done in the most effective way to maximize the advertising audience within available advertising expenditures. Departments may narrow their advertising efforts for community or regional positions classified lower than pay level 14 to local distribution of competition posters and placement on the GNWT employment opportunities website. the Internet. Any medium. journals etc. GNWT employment opportunities are to be advertised in the paper with circulation in all NWT communities (currently News/North). http://www. advertising in the territorial paper.nt.Advertising Introduction 1. a Human Resources Representative and the Supervisor of the position being filled. Guidelines 1. professional magazines and journals. 6. community radio or television stations. 2.Job Postings1 guideline in the Official Languages Manual and the GNWT Visual Identify Program2. including the Internet.pdf 2. Board or Agency. When a position requires skills in English and another official language of the Northwest Territories. For competitions limited to a specific geographical area or community (excluding the current boundaries of the Northwest Territories and the City of Yellowknife) local advertising may be carried out either in addition to.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/OfficialLanguagesManualGuidelines. Published Advertising is competition advertisements distributed through newspapers. Selection Committee includes.gov. Newspaper advertisements in Fort Smith. either as a full participant or in an advisory capacity with no vote in the final hiring decision.61 - .gov. Advertising Agent is the company or person appointed by the GNWT to be responsible for the placement of all GNWT newspaper advertisements.Advertising 106 .nt. 4. http://www. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. 1. Definitions 1. or instead of. 2. 5. 4. is acceptable.ca/offices/communications/vip/ .executive. Where appropriate.

gov.hr.hr.ca/employment/ http://www. Individuals with the required qualifications are not readily available in the Northwest Territories.hr.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/GuidetoInternetRecruiting.gov. Published advertising intended for an audience outside the Northwest Territories should only be considered when: a.nt. Boards and Agencies. Published Southern Advertising 1. 6. Human Resources Representatives shall consider the value of advertising on the Internet for all GNWT position vacancies (see guide to internet recruiting6). Published Northern Advertising 1.com5 2. 2. the Human Resources Representative forwards a copy of the ad to the advertising agent and specifies which newspapers they wish to advertise in.gov. excluding the Internet. must be supplemented by simultaneous northern newspaper advertisements and competition poster distribution. 3.ca/policy/hrm/ads@outcrop. Please check the advertising agent’s Northern Classified Advertising Deadline Document (found in the Administrative Assistant– Staffing Officer Toolkit) for other northern papers. is coordinated through a central advertising agent: Outcrop Phone: 867-766-6704 (Toll Free 1-800-661-0861) Fax: 867-873-2844 Email: ads@outcrop.hr. Procedures 1. Published southern advertisements. Human Resources Representatives shall evaluate recruitment sites by assessing the volume and eligibility of candidates who respond to their Internet advertisements. For all published advertisements.62 - . including the Internet.nt. Send advertisement to: Outcrop Phone: 867-766-6704 (Toll Free 1-800-661-0861) 3. or b.nt. The deadline for News/North is always the preceding Wednesday at 4:00 PM. 2. excluding the Internet.pdf . Internet Advertising 1. Published advertising for all GNWT Departments. 5. Advertising in the Northwest Territories has failed to attract qualified applicants.pdf http://www. Northern newspaper advertisements are typically published in a shopping list format.nt.Human Resources Manual Competition Posters 1. 4. The advertising agent should be contacted to confirm deadlines for southern newspaper advertisements.com http://www. Competition posters3 are placed on the GNWT employment opportunities website4.gov.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/CompetitionPoster. http://www.

hr. The advertising agent will arrange for French translation of advertisements in L’Aquilon.63 - . The Human Resources Representative sends the ad to the position supervisor for approval. http://www.gov. 7. 4. After the Supervisor approves the advertisement. 3. 6. The Human Resources Representative records the advertising area (north/south) in the PeopleSoft Recruitment Module. it is returned to the Human Resources Representative for verification.ca/policy/hrm/ads@outcrop.Advertising Fax: 867-873-2844 Email: ads@outcrop.nt.nt. The Official Languages Division of the Department of Education.gov.ca/policy/hrm/0100 . Authorities and References Public Service Act Section 17. Appointments by competition Official Languages Act GNWT Visual Identity Program Last Updated: August 2006 Online Edition URI: http://www.htm 7.com7 2.106 . the Human Resources Representative distributes the ad according to the competition type and location. The Human Resources Representative approves the design layout and content or recommends changes to the ad and returns it to the advertising agent. After the advertising agent prepares a draft of the advertisement.Hiring Process/106/default. 5.com .hr. Culture and Employment must be contacted if an advertisement must be translated into other NT official languages.

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Acknowledging applicants is voluntary. This will maintain goodwill and may reduce the number of calls from applicants.gov.Acknowledging Applications 107 . Definitions 1.hr.nt. The Human Resources Representative forwards a copy of an acknowledgement letter1 to each candidate.nt.gov.107 .65 - .htm 1. the Human Resource Representative may acknowledge everyone who applies on the competition. 4.Hiring Process/107/default.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/AcknowledgementLetter.hr.ca/policy/hrm/0100 . Procedures 1.doc . Allied health professionals will be contacted within 24 hours of receipt of their application and provided with a letter thanking them for their interest in working in the north and advising them that they may be contacted regarding their interest in nursing in other communities/positions. Guidelines 1. acknowledgement letters will confirm receipt of the applicant’s resume while thanking them for expressing interest in your position. During the advertising period. 3. Last Updated: August 2006 Online Edition URI: http://www. Candidates applying by e-mail may be sent an electronic acknowledgement if the candidate includes a valid e-mail address in their application. http://www. 2. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process.Acknowledging Applications Introduction 1. Typically.

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age. knowledge and skills specified in the approved job description. marital status. social condition and a conviction for which a pardon has been granted. nationality. responsibilities.nt. ethnic origin. Prohibited Grounds of Discrimination are race. the Selection Committee establishes interview questions and assignments that are used to measure an applicant's ability to do the job. a member with technical expertise or community representative may be added to the Selection Committee.Interview Questions and Assignments 108 . work habits. sexual orientation. Highway Patrol Officers are required to drive vehicles or Slavey Interpreters are required to interpret Slavey. creed.108 . training and knowledge required to successfully perform the job duties. 8. assignments and tests shall relate to those duties. Behavioral Suitability refers to the previously demonstrated behaviors that are necessary to successfully perform the job duties. 4. In addition to oral questions. Prior to reviewing resumes. sex. the Selection Committee may rely on an assignment or test to help determine an applicant’s ability to do the job. either as a full participant or in an advisory capacity with no vote in the final hiring decision. 1. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. http://www.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InterviewQuestionstoAvoid. assignments and tests shall not discriminate against candidates based on prohibited grounds unless they are necessary for the performance of a bona fide occupational requirement as specified in the approved job description (Interview Questions to Avoid1). ancestry. 6. Systemic Employment Barriers refer to job requirements that unfairly exclude qualified people from competing for jobs. place of origin. 3. Guidelines 1. gender identity. religion. Example. political association. Questions. family status. family affiliation. Technical Suitability refers to the skills. 2. but is not necessarily restricted to. political belief.gov. Questions. Definitions 1. 7. For example: requiring "GNWT experience" may discriminate against people who have never worked for the GNWT.Interview Questions and Assignments Introduction 1. education. 3. 5. Personal Suitability refers to the motivation. disability. color.67 - . Where appropriate. Bona Fide Occupational Requirements are the essential duties of a job. 2. communication and job related people skills and attitudes required to successfully perform the job duties.hr. Selection Committee includes.pdf . a Human Resources Representative and the Supervisor of the position being filled.

The Selection Committee shall determine the desired weighting for an assignment prior to the interviews.nt. Procedures 1. assignments and tests shall be established in a manner that will effectively assess the technical. assignment and test as well as the relative weighting of the interview. are placed on the competition file. Using the job description as a reference. prior to the screening of applications. assignment and/or test in the final overall score.htm 2. All questions. assignments and tests shall be developed.68 - .ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InterviewQuestionsAssignmentsExamples. 8.Hiring Process/108/default.gov. Questions. a draft of the interview questions. assignments and tests used to evaluate interview results shall include suggested responses that are approved by the Selection Committee.hr. 5. Questions shall be weighted relative to their relevance to the position. assignment(s).hr. Authorities and References Public Service Act Public Service Regulations Affirmative Action Policy Financial Administration Act Human Rights Act Canadian Charter of Rights and Freedoms Last Updated: August 2006 Online Edition URI: http://www. Questions. 4. if applicable assignment(s) and tests. http://www. 6. Selection Committee members approve the final draft of the interview questions. assignments and tests shall not introduce systemic employment barriers. tests and anticipated responses is prepared for review by the Selection Committee. 9. Questions.pdf . assignment(s) and anticipated responses. where possible.nt. Selection Committee members also review and approve the recommended weighting for each question.ca/policy/hrm/0100 . 3. 7. 2.Human Resources Manual 4.gov. personal and behavioral suitability of a candidate (question and assignment examples2). A copy of the interview questions and anticipated responses and.

a Human Resources Representative and the Supervisor of the position being filled. If this is done. Guidelines 1. 3. training and knowledge required to successfully perform the job duties.nt. Technical Suitability refers to the skills. http://www. a decision must be made regarding the relative value of the assignment results in the final assessment of the candidate.gov. Definitions 1. The Human Resources Representative shall remind all Selection Committee members that applicant information and the competition process are confidential and that all applications are to be considered fairly and in accordance with the Affirmative Action Policy. 5.ca/ . Screening Criteria are established to determine which candidates qualify for further consideration.Sample Letter to Dismissed or Rejected on Probation Employees 1 Introduction 1. 2. The Selection Committee may use an assignment to assist in narrowing the field of applicants screened in to be interviewed.hr. Affirmative Action Policy means the guidelines that support the GNWT’s commitment to a competent Public Service that is representative of the population it serves (see the Human Resources website at www. a member with technical expertise or community representative may be added to the Selection Committee. 3. the Selection Committee reviews each application to determine who meets the requirements listed in the screening criteria and who will be selected for an interview. 1. Members of the Selection Committee shall reach unanimous consent on the outcome of the screening process. Where appropriate.gov.nt.Screening Applications 109 . Selection Committee includes.109 . http://www. 6.Screening Applications Attachments Attachment A . Competition File is the official record of the competition containing all documents required by policies and guidelines. They consist of a combination of prerequisite experience and education.pdf 2.hr.ca/policy/hrm/0100%20-%20Hiring%20Process/109/documents/109AttachA.gov.nt. either as a full participant or in an advisory capacity with no vote in the final hiring decision. Once the advertising period is complete and the questions and assignments are prepared. but is not necessarily restricted to. 4.hr. 2.69 - . Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. education.ca2 for a copy of the Affirmative Action Policy).

ca/policy/hrm/0100%20-%20Hiring%20Process/109/documents/109AttachA. 8. 4. three to four interviewees are sufficient for most competitions.gov. Under no circumstances shall Selection Committee members contact the current employer or other references of a candidate during the screening process (see Section 112.hr. Administer a pre-interview test to the top candidates. if a smaller group of priority candidates have been screened in. Conducting Reference Checks). However.nt. 10. etc. http://www. 2. The Affirmative Action Policy will guide Selection Committee members in determining who will be considered for an interview (see Section 101. Such employees shall have priority for staffing over all other potential candidates for all vacancies in the GNWT. 5. http://www.gov. Applications received from employees on probation for their current job will not be considered beyond screening without written permission from their Deputy Minister. generally three or four applicants.). If applications are received from individuals on the Staffing Priority List who are qualified for the position or can become qualified through one year or less of training.hr. Within one week of the closing of the competition. A current Staffing Priority List can be obtained from the Department of Human Resources (see the Human Resources website at www.gov. Staffing and the Affirmative Action Policy). it is common to limit the number of interviewees to those candidates. Generally. they must be interviewed prior to all other applicants. rejection on probation or abandonment. Affirmative Action priority is always used to determine those interviewed first. 3. The Selection Committee may administer a brief assignment to help further assess candidates who meet the screening criteria. If the number of candidates in an Affirmative Action priority category who screen in is large. the Committee can use one of the following to help determine which candidates to interview first: a. experience. The Human Resources Representative checks PeopleSoft to see if an applicant has been dismissed. The Selection Committee establishes a short list. Candidates who have been previously dismissed or rejected on probation are automatically screened out of the competition and are advised in writing (Sample Letter to Dismissed or Rejected on Probation Employees4). rejected on probation or deemed to have abandoned their position in the last three years. the Selection Committee may consider southern applications after receiving permission of the Deputy Head.Human Resources Manual 4. to be selected for an interview.nt. Indeterminate employees who are on the Staffing Priority List or whose position is being transferred to another community shall have staffing priority status. 3. The Selection Committee assesses each northern application received to determine if the requirements or equivalencies in the screening criteria are satisfied.nt. An employee who has been dismissed or rejected on probation. and b.pdf . Where a competition was advertised north only and there are no qualified individuals. or deemed to have abandoned their position in the Territorial Public Service is considered ineligible for re-employment for a period of at least three years from the date of their dismissal. Procedures 1.ca/ 4.70 - . Identify those candidates possessing qualifications that make the likelihood of success in the job greater (i.hr. 6. 9.ca3 for a copy of the GNWT Staff Retention Policy). 7.e. the members of the Selection Committee review applications received. more education.. 5. Only top scorers are considered for an interview.

The name of the competition they have applied on.109 . The time and approximate length of the interview.hr. The Human Resources Representative updates PeopleSoft accordingly. 8.). The Human Resources Representative’s name and phone number. references. b. 9. etc. The names of the members on the Selection Committee. This may be done by including notes on each resume or by using a formal screening list (Appendix “L”). Authorities and References Public Service Act Affirmative Action Policy Financial Administration Act Human Rights Act Canadian Charter of Rights and Freedoms Last Updated: July 2006 Online Edition URI: http://www.nt. 10. If necessary. The location of the interview. applicants may be asked to provide proof of their Affirmative Action status.htm . Written records of the screening results shall be placed on the competition file. Individuals to be interviewed are generally contacted at least 24-hours prior to the interview and provided with the following information: a. f. The Human Resources Representative records the Selection Committee’s assessments and other relevant information. 7.ca/policy/hrm/0100 . e.gov. c. The date of the interview.71 - . d. Any documentation they are required to bring (proof of qualifications. g. Assignment or test information if applicable.Hiring Process/109/default.Screening Applications 6. and h.

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Interviews shall consist of a preestablished set of questions that will be administered in the same manner for all candidates. The Human Resources Representative shall give candidates clear and concise instructions on how to complete the assignment or test. Assignments and tests shall be designed to help the Selection Committee determine a candidate’s suitability relative to the skills and knowledge needed to perform in the job. 4. either as a full participant or in an advisory capacity with no vote in the final hiring decision. The Human Resources Representative prepares the interview room and makes available any necessary documents for the candidate and members of the Selection Committee. a formal interview. The Human Resources Representative reviews the interview process with the Selection Committee prior to the start of the interview and reminds members to: a.Determining Suitability 110 . candidates shall be provided the same environment and amount of time in which to complete an assignment or test. during. Assignments or tests may be given before. a Human Resources Representative and the Supervisor of the position being filled. Once the Selection Committee determines which candidates will receive further consideration. a member with technical expertise or community representative may be added to the Selection Committee. Where appropriate. The Human Resources Representative shall act as chairperson and will facilitate the interview and/or administer the assignment or test ensuring compliance with all relevant policies. Definitions 1. 2. 6. Selection Committee includes. 2. 7.73 - . Guidelines 1. or following an oral interview and may be completed by distance.Determining Suitability Introduction 1. 5. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. assignment and/or test is administered to determine the suitability of a candidate. but is not necessarily restricted to. Competition File is the official record of the competition containing all documents required by policies and guidelines 2. procedures and legislation. over the telephone or as a videoconference.110 . . 3. Procedures 1. Interviews may be conducted face to face. Ask candidates the approved set of predetermined questions. 3. Where possible.

All records of candidate responses and completed assignments or tests are placed on the competition file. c. 7. 6. and f. The Human Resources Representative establishes rapport with the candidate by greeting them and introducing him/her to Selection Committee members.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InterviewQuestionstoAvoid. etc..74 - . Questions may be re-worded as long as the intended meaning remains the same. d.Conducting Additional Pre-Employment Checks). 4. c. The Selection Committee predetermines who will ask each question and when to administer the assignment if one is used. Asking the candidate to provide permission to contact three supervisory references. They can return to any question to add or clarify additional information. 8. and e.hr. Members of the Selection Committee will ask all candidates the same set of predetermined questions.Human Resources Manual b. medical clearances. http://www. Write down candidate responses to each question. the Human Resources Representative informs the candidate that: a. b. Avoid rating candidate responses until the end of the interview. Prior to starting the interview. Requesting any required educational transcripts. Selection Committee members ask the candidate predetermined questions providing sufficient time for each response. Providing an indication of how long it will take to convey the outcome of the competition. The candidate will be given a specific amount of time to complete a written assignment or test (if applicable). They can ask for clarification on any of the questions. c. Selection Committee members may probe for additional information or may be required to rephrase a question if the candidate does not provide sufficient detail or misunderstands the question.nt. Selection Committee members will be recording their responses for evaluation purposes. e.pdf . 5. etc. and d. d. Giving the candidate an opportunity to ask questions about the job. memberships. Authorities and References Canadian Charter of Rights of Freedoms Human Rights Act 1. There will be time at the end of the interview for questions from the candidate. The Human Resources Representative ends the interview by: a. 9. one of which shall be the candidate’s most recent immediate supervisor. driver’s licenses. (see Section 114. Thanking the candidate for coming to the interview.gov. professional registrations. 3. work environment. b. Avoid questions1 based on prohibited grounds.

Hiring Process/110/default.htm .nt.hr.110 .Determining Suitability UNW Collective Agreement Public Service Act Last Updated: July 2006 Online Edition URI: http://www.gov.ca/policy/hrm/0100 .75 - .

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Selection Committee includes. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. 4. Although the candidate attempts to answer the question.hr. 3. 4.77 - . Written assignments are evaluated based on a predetermined answer key approved by the Selection Committee.Evaluating Interviews. 2 Points:The candidate provides an answer that satisfies only part of the question. Guidelines 1. a member with technical expertise or community representative may be added to the Selection Committee.Evaluating Interviews. either as a full participant or in an advisory capacity with no vote in the final hiring decision. The candidate provides an answer that closely resembles the suggested response approved 3 Points: by the Selection Committee and would be acceptable to do the job. The Human Resource Representative. Definitions 1. 2. he/she has very little 1 Point: understanding of the subject matter. a Human Resources Representative and the Supervisor of the position being filled. Assignments and Tests 111 . The candidate provides an impressive response that greatly exceeds the suggested 5 Points: response approved by the Selection Committee.ca/ . Competition File is the official record of the competition containing all documents required by policies and guidelines. 3.nt. assignment and/or test for each candidate to determine who will receive further consideration. shall facilitate the evaluation of the interview results. Assignments and Tests Introduction 1. http://www.111 . as chairperson. Affirmative Action Policy means the guidelines that support the GNWT’s commitment to a competent Public Service that is representative of the population it serves (see the Human Resources Website1 for a copy of the Affirmative Action Policy). The candidate provides an answer that expands on the suggested response approved by 4 Points: the Selection Committee. Oral interview questions are rated on the following scale: 0 Points:The candidate provides no response. Interview results shall be evaluated based on the suggested responses approved by the Selection Committee. Where appropriate.gov. 2. Selection Committee members evaluate the oral responses. but is not necessarily restricted to. (1/2 points may be awarded) 1.

After administering the interview. assignment and/or test are placed on the competition file. In the event of a cancelled or re-advertised competition.nt. A total score of 60% represents an average score of three for each question and means that the candidate has the ability to do the job at an acceptable level. gross misconduct. The pass mark shall be 60% and is generally comprised of a total score from the oral questions.78 - . assignment and/or test on the appropriate testing document document(s).Hiring Process/111/default. 2. 3. If the competition fails to produce a successful candidate. 6.hr. Competitions that are re-advertised are done so as a new competition.Human Resources Manual 5. All documents showing the results of the interview. Procedures 1. written assignment and/or test.). the Selection Committee may deem the candidate to be unsuitable. advertising location. it is recommended that the Human Resource Representative and Supervisor re-visit the competition file to ensure nothing has contributed to a lack of qualified candidates (systemic barriers. In any event. timing of competition. The Human Resource Representative records the results of each interview. 8. the Human Resource Representative informs all GNWT employees and Affirmative Action candidates in writing. 5. In the event of a tie. the Supervisor may consider either cancelling the competition or closing and re-advertising.gov. the Selection Committee may administer additional oral questions and/or an assignment. assignment and/or test. job description. 4. 7.htm . Selection Committee members shall reach consensus on the score of the interview questions and/or assignment. or a lack of adherence to a professional code of conduct and ethics or accepted practice. the Selection Committee meets to evaluate and reach consensus on the candidate’s score(s). etc. When a candidate gives a response to a question that suggests illegal behaviour.ca/policy/hrm/0100 . Authorities and References Canadian Charter of Rights of Freedoms Public Service Act Affirmative Action Policy Last Updated: July 2006 Online Edition URI: http://www. regardless of the total score of the interview.

Selection Committee includes. he/she will confirm any specific areas or concerns that need to be addressed with the Selection Committee.gov.112 . Other reference types. 6. may be considered if a former direct supervisor has not had contact with the candidate in many years and is not able to verify the candidate’s knowledge.Conducting Reference Checks Introduction 1.ca/policy/hrm/0100%20-%20Hiring%20Process/112/documents/112attachmenta. The hiring supervisor makes the final decision as to who is best to conduct reference checks. the supervisor of the position being filled and where appropriate. skills and abilities as they relate to the position being staffed.Conducting Reference Checks 112 . Additional members of the Selection Committee may also participate particularly if some of the information is very technical in nature. Competition File is the official record of the competition containing all documents required by policies and guidelines. one of which shall be the candidate’s most recent direct supervisor. 3. such as clients. The Human Resources Representative or supervisor shall conduct the reference checks. on each employee. All candidates receiving an interview shall provide permission to the Human Resources Representative to contact supervisory references. 1. Where the Human Resource Representative conducting the reference check is not on the Selection Committee. Candidates who do not grant permission to contact their most recent direct supervisor(s) are deemed to have withdrawn from the competition.pdf . Personnel File is the official record containing personal information. held by the Department of Human Resources. 5.nt. but is not necessarily restricted to.79 - . Once the Selection Committee chooses a likely appointee through the interview process. A supervisory reference’s superior may be permitted as a reference only if that individual is familiar with the candidate’s knowledge.hr. 3. skills and ability. Definitions 1. clarify or add to information that has already been gathered. 2. references are checked to validate. 4. 4. Reference checks shall be conducted either in person or by phone. Selection Committee members may be used as a reference if they are a current or recent direct supervisor of the candidate. 7. 2. The Human Resources Representative may use a Reference Check Authorization Form (attachment A)1 to obtain written authorization to contact each reference. a technical member or community representative. a Human Resources Representative. Guidelines 1. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate and/or participate in the recruitment process. http://www.

ca/policy/hrm/0100%20-%20Hiring%20Process/112/documents/112attachmentb. http://www. 14. where the previous position applied on is similar in nature to the current position.Human Resources Manual 8. 7. Upon completion of the reference check.2 the Human Resources Representative records feedback provided by each reference including an assessment of the candidate’s knowledge. and should not be the only source of information about past work performance. The Human Resources Representative documents areas of concern and describes how they relate to the candidate’s ability to perform in the position being filled.pdf . The Human Resources Representative may ask the proposed appointee to provide additional references if concerns are identified during the initial checks. organization. References are checked starting with the most recent. 8.nt. 3. Where an applicant is known to have applied on a similar position within the previous six months. the Human Resources Representative determines that a candidate intentionally misrepresents any part of their qualifications or work experience. skills and abilities as they relate to the position being filled. 13. the hiring manager determines who will perform the reference check. Procedures 1.gov. Job offers shall be contingent upon receipt of two positive references. The Selection Committee identifies the proposed appointee through the interview process. 10. If at any time during the competition. Details of reference checks shall be kept strictly confidential. 2. Using the Reference Check Guide (attachment B). The exception to this would be when the candidate asks that the current supervisor be the final person contacted. Performance appraisals should only be used to support information gathered from other sources. interview responses and resume of the proposed appointee to determine what information to verify during the reference checks. reference checks completed for the old competition will be opened and reviewed by the current selection committee and applied to determine suitability for the current competition. The Human Resources Representative or hiring manager contacts the references either in person or by phone starting with the candidate’s most recent direct supervisor. 9. 2. The Human Resources Representative may review the personnel file of a candidate who is a current or former GNWT employee if an issue is raised during the reference check. however. the Human Resources Representative thanks the reference and provides him/her with contact information in the event that they have something additional to provide. they are immediately eliminated from the competition. 5. The Human Resources Representative may skip further reference checks if two positive references are obtained. 11. Reference check results. further references may be required if the Human Resources Representative is unable to assess particular qualifications or require clarification in case of conflicting information.80 - . such as reference checking. skills and abilities as demonstrated through the candidate’s actions or behaviours during previous work-related activities. The proposed appointee grants permission to contact supervisory references specifying the name. Following this. 6. The Human Resources Representative or hiring manager reviews the reference check guide. The Human Resources Representative or hiring manager briefly describes the position for which the candidate is being considered.hr. 12. References shall be asked questions that are relevant to the knowledge. 15. will stand for a period of six months. contact number and their relationship to each reference. 9. 4.

and puts forward the same referees as their references. 12. Authorities and References Canadian Charter of Rights of Freedoms Public Service Act UNW Collective Agreement Last Updated: December 2008 Online Edition URI: http://www.112 .nt.hr.Conducting Reference Checks 10. The sealed envelopes containing the reference check materials of other candidates are retained in the competition file in a sealed envelope marked personal and confidential. c. d. Date. These reference checks may only be opened when the applicant applies on a similar position within six months. “Personal and Confidential “. b. Position Number.Hiring Process/112/default. The sealed envelope containing the reference check materials of the successful appointee is placed in the appointee’s personnel file. and e.ca/policy/hrm/0100 . Appointee’s first and last name. 13.htm . All records of completed reference checks are sealed in an envelope that is marked as follows: a. The findings of all reference checks are reviewed with the Supervisor of the position being staffed.gov.81 - . Competition title. 11.

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This check is required for all candidates being considered for a position of trust or a highly sensitive position. Board or Agency. Positions of trust are based on at least one of the following criteria: a. This initial search is completed in 7-10 days and indicates whether a record exists or not. evidence admitted to court and security for prisoners. health care workers).Conducting a Criminal Record Check 113 . or e.g. c. goods or restricted drugs. Duties involving laying charges. This check is required for candidates being considered for a highly sensitive position or if the results of a criminal records check show that a candidate possesses a criminal record. Duties involving access to secure systems or facilities. Such positions shall require a criminal records check. teachers. to a highly sensitive position or other position identified as requiring verification. Criminal Records Check is a computer search for information contained in the records of the Royal Canadian Mounted Police (RCMP) and other police forces based on a name and date of birth check only. vulnerable persons or residents in the Government's care (e. A criminal records check is an additional step in the staffing process that is used to confirm the suitability of a candidate prior to their appointment to a position of trust. 3. c. d. Certified Criminal Records Check is an additional search that is performed against the central repository of Canadian criminal records managed by the RCMP and provides detail of a criminal record. investigating offences. Director. . Such positions shall require a criminal records check and a verification of the candidate's identification. b. Highly Sensitive Positions are those in which there must be no question as to the integrity.. Assistant Deputy Minister and Deputy Head level of a Department. character and identity of the successful candidate. Duties involving contact with children. It does not provide detail of a criminal record. The certified criminal records check requires 150 days or more to complete and ensures positive identification via fingerprinting. Highly sensitive positions are based on at least one of the following criteria: a. 4. Decision making at the Superintendent. court proceedings. Duties involving direct control of large amounts of cash. Positions of Trust are positions that must be staffed with individuals whose trustworthiness and character would not place the Government or its clients at risk. Duties involving international travel.113 . b.83 - . Definitions 1. Duties involving the provision of support or advice directly to members of the Executive Council including Executive Assistants.Conducting a Criminal Record Check Introduction 1. 2. social workers. Duties involving responsibility for the security of public property and assets.

8.gov.gov.hr. Personnel File is the official record containing personal information. 1. 6.gov. 3. the final job offer may be subject to a satisfactory certified criminal records check within six months of the employee's start date.nt.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InstructionHiringRiskAssessmentModel. 6.84 - . If it is necessary to extend a job offer to a candidate prior to receiving the results of a criminal records check. The decision to require a criminal records check shall be based on factors specifically related to the duties and responsibilities of the position being filled. For Deputy Head positions the determination shall rest with the Secretary to Cabinet in consultation with the Premier. Board or Agency is satisfied that the candidate will not place the Government or its clients at risk. 2.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/InstructionHiringRiskAssessmentModel. Guidelines 1.hr. Access to criminal record information shall be restricted to the manager of the position being staffed. The protection of an applicant's right to privacy shall be ensured to the fullest extent possible.Human Resources Manual 5. 3.xls http://www. 7. The candidate will not be allowed to start work until the results of the check are known (additional job offer clauses6).gov. If the results of a criminal records check indicate that a candidate may have a criminal record. the final job offer will be subject to a satisfactory criminal records check. 6.hr. on each employee. Board or Agency.pdf http://www.pdf . Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process.nt.nt. held by the Department of Human Resources.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/AdditionalJobOfferClauses.hr. the candidate will not start work until such a time that the Deputy Head of the hiring Department. 2. 9. criminal records check.pdf http://www. A candidate with a criminal record closely related to the duties and responsibilities of a position shall not be appointed to the position if it is believed that the criminal record would place the Government or its clients at risk.gov. 8.nt.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/PositionsofTrust. or certified criminal records check. If a certified criminal records check is used for the purpose of verifying a candidate's identification. 5. 4. Suitability refers to an applicant’s technical.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/HiringRiskAssessmentModel. 10. the Human Resources Representative and the Deputy Head of the hiring Department. http://www.hr. 7.pdf http://www. The Labour Relations unit of Corporate Human Resources Division of the Department of Human Resources will compile and maintain a list of all Government of the Northwest Territories (GNWT) positions of trust1 and highly sensitive positions2.nt.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/HighlySensitivePositions. personal and behavioural characteristics that will enable them to successfully perform the job duties.hr. The final decision concerning the results of a criminal records check shall rest with the Deputy Head. Hiring Risk Assessment Model is a tool that may be used by the Human Resources Representative to determine what type of verification a position requires– education/certification/employment check. 4. During the staffing process (see Section 102– Initiating a Competition) the Human Resources Representative will use the Hiring Risk Assessment Model tool3 (review instruction4 sheet5) on those positions not already identified as positions of trust or highly sensitive positions.gov.pdf http://www.nt. 5.

17. Criminal record check results are valid for a period of six months. the proposed appointee is asked to authorize consent for disclosure of all criminal records information. Candidates are responsible for payment of all fees required for the completion of a criminal records check. The relevance of the recorded incident or pattern of incident(s) to the duties and responsibilities of the position. That determination should be based upon an evaluation of the following factors for criminal convictions and outstanding charges: a. 18. the criminal record check completed for the old competition will be opened and reviewed by the current selection committee and applied to determine suitability for the current competition. The time that has elapsed between a conviction and the job application. 14.113 . c.85 - . The requirement for a criminal records check is typically specified in the approved job description. An existing employee who is being considered for a transfer or promotion to a position of trust or a highly sensitive position or who assumes such additional duties in their current position shall undergo a criminal records check. Employees who are required to carry out the duties of a position of trust or a highly sensitive position for more than six months shall undergo a criminal records check. . the Human Resources Representative determines whether the position to be filled is a position of trust or a highly sensitive position. b.Conducting a Criminal Record Check 11. The conduct of the applicant since the conviction. Board or Agency. Upon completion of the interview. Candidates who are current GNWT employees and who have previously held either a position of trust or a highly sensitive position in the last two years will not be required to undergo an additional criminal records check. and a criminal record check was provided. Positions identified as having moderate or high risk during the assessment will require a criminal records/certified criminal records check. Procedures 1. an assessment is required to determine whether the record places the Government or its clients at risk. 15. 3. 2. An established pattern of repeat adverse behaviour relevant to the duties and responsibilities of the position. Should a criminal record exist. The nature and severity of the abuse of trust that would occur in the event that the individual was to behave in a manner specified in their record. Candidates will be provided an opportunity to discuss the circumstances of the record and to provide information relevant to an assessment of the above factors. 13. Prior to advertising a competition. Where an applicant is known to have applied on a previous competition for a similar position within the last six months. e. 16. Candidates who are denied a job offer as the result of a criminal records check will be provided two working days to raise any concerns with the Director of Management and Recruitment Services who in consultation with the Director of Corporate Human Resource Services will review the decision with the Deputy Head of the hiring Department. d. 12. When necessary the Human Resources’ Representative uses the Hiring Risk Assessment Model tool to determine what type of verification the position requires. and f. Any reason to suggest that adverse behaviour may be repeated and threaten the GNWT's ability to carry on business safely and efficiently.

ca/policy/hrm/0100%20-%20Hiring%20Process/113/3584-eng. http://www. b.gov. If the results of the criminal records check indicate that the candidate does not possess a criminal record.hr. b.gov. http://www. the proposed appointee will also authorize consent for a criminal records check that will disclose all sexual offences for which a pardon has been granted or issued. Initials box One. and c. the Human Resources Representative proceeds as follows: a.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/CRCPardon. The title of the position being filled.pdf 9. The Human Resources Representative completes parts One and Two of the "Consent For Disclosure of Criminal Record Information” form. A brief description of the nature of contact that the position will have with children or vulnerable persons.gov.nt. http://www. Consent for a Criminal Record Check granted or issued b. For positions that are responsible for the well being of one or more children or vulnerable persons.nt. Contact information for their department.pdf . The candidate must submit the completed form in person to the local RCMP office at which time they will be required to produce two pieces of identification. For positions of trust.Human Resources Manual 4.pdf 8.86 - . 6. the Human Resources Representative shall include: a. Consent to Disclosure of Record9 In the “Reason for the Consent” section of each form. NOTE: Verification of the candidate’s identification using their SIN Card requires the candidate's approval. As well. The Human Resources’ Representative completes the following two forms in addition to the “Consent for Disclosure of Criminal Record Information” form described above: a. * Required only for positions responsible for the well-being of one or more children or vulnerable persons. highly sensitive positions and positions identified using the Hiring Risk Assessment Model tool. The Human Resources’ Representative explains why the criminal records information is required and informs the proposed appointee that the purpose of the check is to assess suitability for employment in that particular position. the Human Resources Representative may extend a job offer.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/CRCConsenttoDisclosureofRecord. b. 5. the proposed appointee is asked to consent to a criminal records check. Dates and signs part Four. 8 for a Sexual Offence for which a Pardon has been 7.hr.7 On the same form. 7. the Human Resources’ Representative verifies the identity of the candidate by comparing the name on the results of the criminal records check to that of the candidate's Canadian Citizenship Card or SIN Card or an original birth certificate. Two and Three* of part Five.nt.hr. the proposed appointee: a. the proposed appointee is informed that all information collected will be highly restricted. For highly sensitive positions. One piece of identification must have a picture. For positions of trust.

11.87 - . If the name on the identification matches the name on the results of the criminal records check. All records of the criminal record check for the successful appointee are placed in the appointee's personnel file.Conducting a Criminal Record Check c. A job offer shall then be subject to a satisfactory certified criminal records check. http://www.nt. or if the candidate does not possess identification as described above. These criminal record checks may be opened if the applicant applies on a similar position within six months. For further information.ca/crimrec/finger2_e.rcmp-grc.ca/policy/hrm/0100 . they will be required to undergo a certified criminal records check. contact the Canadian Criminal Records Information Services at (613) 998-6362 or visit their website10.113 .gc. 10. The Deputy Head assesses the risk by considering the details of a criminal record to factors specifically related to the duties and responsibilities of the position being filled and decides whether to extend a job offer to the candidate. If permission is not granted. 12. the candidate is asked to undergo a certified criminal records check. 9.gov.Hiring Process/113/default. Authorities and References Access to Information and Protection of Privacy Act Archives Act Last Updated: January 2007 Online Edition URI: http://www. the Human Resources’ Representative may extend a job offer to the candidate.hr. d. The certified check will require the proposed appointee to visit the RCMP for fingerprinting.htm 10.htm#Obtain . The candidate is asked to discuss the circumstances of the record and to provide information relevant to an assessment of relevant factors as outlined in #20. If the results from the criminal records check indicate that the appointee may have a criminal record. All records of criminal record checks obtained from other unsuccessful candidates are retained in the competition file in a sealed envelope marked confidential. 8.

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6. held by the Department of Human Resources (DHR). the Department shall indicate their intent to forward a copy of the candidate's driver's abstract to: . For example. either as a full participant or in an advisory capacity with no vote in the final hiring decision. 5.Conducting Additional Pre-Employment Checks 114 . a Human Resources Representative and the Supervisor of the position being filled. but is not necessarily restricted to.Conducting Additional Pre-Employment Checks Introduction 1. Selection Committee includes. Details of all pre-employment checks shall be kept strictly confidential. additional pre-employment checks are necessary to ensure that critical job requirements are met. Where possible. Definitions 1. Pre-employment checks shall only be conducted for the performance of a bona fide occupational requirement as specified in the approved job description and job advertisement. d. 3. 2. Highway Patrol Officers are required to drive vehicles or Slavey Interpreters are required to interpret Slavey. b. When applicable. 2. Confirmation of professional association membership. Confirmation of educational requirements. The following are examples of pre-employment checks that may be performed: a. A job offer shall not be made for a position requiring a pre-employment check until the results of a check are confirmed. a member with technical expertise or community representative may be added to the Selection Committee. Bona Fide Occupational Requirements are the essential duties of a job. Confirmation of professional society membership. Where appropriate. Competition File is the official record of the competition containing all documents required by policies and guidelines. Periodically. on each employee. 5. Personnel File is the official record containing personal information. Pre-employment checks shall only be administered for those candidates receiving consideration for a job offer and are typically conducted after the results of the reference checks are known. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. 3.89 - . Review of driver's abstract. Guidelines 1. c. or e. the Human Resources Representative shall request a certified copy of all official documentation required of the check. 4. 4.114 . Medical clearance.

hr. Authorities and References Canadian Charter of Rights of Freedoms UNW Collective Agreement Public Service Act Last Updated: July 2006 Online Edition URI: http://www. the Human Resources Representative contacts the candidate to request a certified copy of all pre-employment documents.gov. Procedures 1. The documents may be copied and returned to the candidate. 3. Upon completion of reference checks.pdf .ca/policy/hrm/0100 . The Human Resources Representative reviews the competition file to determine the nature of the pre-employment check. All records of pre-employment checks are placed in the appointee's personnel file. http://www.Human Resources Manual Risk Management/Treasury Department of Finance Government of the NWT PO Box 1320 Yellowknife NT X1A 2L9 Such intent shall be communicated as an additional clause1 in the appointee's job offer.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/AdditionalJobOfferClauses.hr.gov.Hiring Process/114/default.htm 1. 2.nt.nt.90 - .

b. a member with technical expertise or community representative may be added to the Selection Committee. 4.Job Offers 115 . 2. A verbal acceptance by an appointee of specific terms and conditions of employment shall be immediately followed by a written job offer. on each employee. 7. Human Resources Representative means those employees of the Department of Human Resources (DHR) designated to co-ordinate the recruitment process. Medical examination. either as a full participant or in an advisory capacity with no vote in the final hiring decision. 4.115 .91 - . Job Offer specifies the terms of an employment arrangement. 6. a Human Resources Representative and the Supervisor of the position being filled. 3. Personnel File is the official record containing personal information. held by the Department of Human Resources. It does not. Certified criminal record check. Motor vehicle licensing requirements. The Human Resources Representative and Supervisor shall not act upon a job offer until a copy that has been signed and dated by the appointee is received. a formal job offer is used to confirm acceptance of the final terms and conditions of employment. Selection Committee includes. Examples include: a.Job Offers Introduction 1. 2. Competition File is the official record of the competition containing all documents required by policies and guidelines. c. A job offer may be conditional upon certain requirements being met. the Selection Committee may defer the start date until such a time that they are satisfactorily met. A job offer. binds the GNWT to a contractual arrangement. Removal Administrator is an employee with the Client Services Division of the Department of Human Resources responsible for administration of removals upon initial appointment and ultimate removals. Acceptance is achieved when both the employer and appointee sign and date the final job offer. If those requirement(s) are not met prior to the start date specified in the job offer. 5. or . Once the proposed appointee satisfies the necessary pre-employment checks. Where appropriate. but is not necessarily restricted to. Benefits Administrator is an employee in the Benefit Section with the Client Services Division of the Department of Human Resources. when accepted by the appointee. however. Definitions 1. bind the appointee to a contractual arrangement until they arrive for work on the effective date specified in the job offer. Guidelines 1. 3.

Step 3 b. Salary shall be determined as follows: a. At least six years of directly related experience . 1.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/IndeterminateNewHire. 5. The written job offer must be signed by one of the following: a. When it becomes necessary to change the initial letter of offer. On promotion. Job offers for instructors and nursing categories will be made at the appropriate salary. Chief Executive Officer of Health and Social Services Authority e. On initial appointment. the salary is calculated by taking the difference between Steps 1 and 2 of the new pay range and adding this to the current salary. it is granted and considered part of the Employee's current salary. c. signed and dated by the Employer and appointee. Society and/or association memberships.Human Resources Manual d. Managers in Fire Suppression i. d. an amended offer shall be issued. the Employee shall be paid at the maximum rate of pay of the new position. e. If the maximum rate of pay for the new position is less than his/her present rate of pay.Step 2 iii. the Employee’s salary will be at the rate nearest to. On transfer. Warden in Correctional Centres g. Director d.Step 1 ii.hr. 8. The candidate must receive the step nearest to but not less than this total. Superintendent f. the employee’s present salary and negotiated pay increases will continue for a period of one year. Principals . employees will generally be credited with 1 Step of the approved level for each two years of directly related experience up to a maximum of Step 3 as follows: i.92 - .doc . If the Employee has lay-off status and is transferring to a lower level position. but not less than his/her former rate of pay.casual job offers only 6. If an increment is due within six months of the promotion. A new increment date is then established for the Employee. Assistant Deputy Minister c. http://www. Deputy Minister b. Start dates for positions shall be established subject to the required appeal limitation period1. Nurse Managers in Hospitals h. Deputy Heads of the hiring department may authorize a job offer at a higher step up to and including Step 6 on initial appointment. 7. at which time the Employee’s salary will be paid according to the guidelines for transferring employees. At least two years of directly related experience .nt. At least four years of directly related experience .gov. based on the individual's experience and/or qualifications.

4.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/LateralTransferExcluded. Six months for new-hires into positions up to and including Pay Level 12.nt.hr.doc http://www. Excluded 8 2 • Indeterminate Offer To Lay-Off Employee9 • Term Offer To Lay-Off Employee10 • Hay Plan. 11.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/Trainee.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/HayPlanNon-residentCandidate. 3. 10.gov.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/Seasonal.hr. 6.gov.gov.doc http://www.doc http://www. 12. For positions that are subject to appeal. 9.nt.doc http://www. 10.93 - . For management positions a.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/Promotion.hr.nt.pdf .hr. or c.doc http://www.nt.doc http://www. or b. Six months for employees transferring or promoting to another position within the Public Service.nt.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/IndeterminateOfferToLay-OffEmployee. Sample Job Offer Letters: • Indeterminate New-Hire • Promotion3 • Term Extension4 • Seasonal5 • Job Share6 • Trainee7 • Lateral Transfer. http://www. shall not serve an additional probationary period.gov.hr.doc http://www.hr.doc http://www.gov.doc http://www. One year for employees hired from outside the government. which has the same duties as his/her previous position. One year for employees first hired for positions at Pay Level 13 and above.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/IndeterminateNewHire.nt. b.115 .nt.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/TermExtension.gov. 12.hr.gov.nt.gov. Probationary periods are specified in the job offer and are established as follows: For UNW/Excluded positions a.nt.hr. An employee who is appointed to a position. Written job offers shall include an approved copy of the job description.hr.gov.Job Offers 9.hr.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/TermOfferToLay-OffEmployee. 5. Non-resident Candidate11 • Additional Job Offer Clauses12 2. 7. Six months for employees transferring or being promoted to another position in the Public Service. the written job offer shall be withdrawn pending the outcome of an appeal.nt.doc http://www.hr.nt.gov. 8.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/AdditionalJobOfferClauses.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/JobShare. 11.gov.

employee information request form and any additional documentation on the appointee’s personnel file. copies of certificates. 9. If the candidate verbally accepts the proposed terms and conditions of employment. driver’s abstract. 2. The Human Resources Representative provides a verbal offer to the appointee specifying the following terms and conditions of employment: a. Salary. 8. c. job description. The title of the position and the department. The offer is conditional pending the completion of a criminal record check (if applicable). The type of employment (indeterminate.Human Resources Manual Procedures 1. f. The length of the probationary period if applicable. a copy of the job offer. receiving a driver’s license within six months or successful completion of a medical). . and d. e. the Human Resources Representative prepares an Employee Information Request form with information provided by the appointee. salary) subject to the necessary approvals if applicable. j. h. g. b. k. Start date (end date if applicable). An expiry date for the written offer may be specified in the body of the letter. The Human Resources Representative places the signed job offer. i. 10. c. The Supervisor discusses and approves all terms and conditions requiring negotiation (e. d. the Human Resources Representative will direct the appointee to the Removal Administrator. The Human Resources Representative may ask the appointee to review and sign the attached job description as an additional condition of employment. To help initiate pay and benefits. For appointees requiring removal in or between locations. The Human Resources Representative refers all questions about removal and benefits to the Benefits or Removal Administrator. Any other conditions to the offer (i. a copy of the candidate’s resume/application.e. Where to report to work. The Human Resources Representative updates the Recruitment Module in PeopleSoft accordingly.94 - . 4. and l. b. term. etc. 6. The Benefits Administrator assigned to the department is provided with: a. the Human Resources Representative presents a formal written offer. Supervisor’s name. That the offer is conditional pending the completion of an appeal period. 5. 3. 7.g. an "Employee Information Request” form. seasonal). criminal records check. Information on Mandatory Leave Without Pay (five days). When the appeal period will be over and how an appeal will impact the start date. at pleasure.

Appointment Excluded Employees' Handbook Salary Senior Managers’ Handbook Salary Last Updated: July 2006 Online Edition URI: http://www. Pay Appendix A9.115 .hr. Appointments by competition Section 20.Hiring Process/115/default.17.01 (1)-(2).95 - .htm .Job Offers Authorities and References NWT Public Service Act Section 17(1).ca/policy/hrm/0100 .nt.gov. Probation Staffing Appeals Regulations UNW Collective Agreement Article 24.

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2.Regrets Introduction 1. The Human Resources Representative shall not leave phone messages as a method of offering regrets. email or fax advising unsuccessful candidates about the outcome of a competition and/or their right to appeal the decision of the Selection Committee. a Human Resources Representative. Unsuccessful candidates possessing staffing priority as specified in the GNWT’s Affirmative Action Policy (see Section 101. either as a full participant or in an advisory capacity with no vote in the final hiring decision. 5. Unsuccessful candidates who were granted an interview. Regret is a phone-call. a member with technical expertise or community representative may be added to the Selection Committee. term or casual. and d. b. letter. . Job Offer is a written or verbal offer of employment. and the Supervisor of the position being filled. The Human Resources Representative shall contact the following candidates in this order: a. After the appointee accepts the job offer. The Human Resources Representative may offer regrets to unsuccessful candidates not listed above. 3. 3. Competition File is the official record of the competition containing all documents required by policies and guidelines. Where appropriate. but is not necessarily restricted to. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. Unsuccessful candidates employed in the same Department. but is not necessarily restricted to. Guidelines 0.Staffing and the Affirmative Action Policy). 7. 6. it is necessary to advise unsuccessful candidates about the outcome of the competition.116 . Selection Committee usually includes.Regrets 116 . A verbal regret is the preferred method of communicating the outcome of a competition as it gives the candidate an opportunity to discuss their interview results and ask questions. GNWT Employees are those employees who are indeterminate. Definitions 1. c. All other unsuccessful candidates currently employed with the GNWT or who were employed at the time of application. 4. a Human Resources Representative and the Supervisor of the position being filled. 1. Board or Agency as the position being filled. Selection Committee includes. 2.97 - .

or information about other candidates. b. 5. The Selection Committee or Human Resources Representative may offer detailed feedback to unsuccessful candidates who were interviewed.docx http://www.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/ScreeningRegret.gov.nt. candidate ratings.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/CandidateWithNoAppealRights. 1. If a candidate cannot be reached by phone.ca/policy/hrm/0100%20-%20Hiring%20Process/116/CandidatewithAppealRights. guidelines and procedures during the competition process that prejudicially affected an appellant’s opportunity for employment.98 - . Selection Committee notes.gov. No Successful Candidate6 • Screening Regret7 0. 7.nt. http://www. For those candidates who cannot be reached by telephone. reference checks.hr. 2.gov.hr. Informing them of the Selection Committee’s decision. the Human Resources Representative offers regret using a written letter. The Human Resources Representative advises Affirmative Action candidates and GNWT employees about their appeal rights and what they must do in order to appeal the decision of the Selection Committee. The Human Resources Representative will inform unsuccessful candidates with appeal rights of the appeal process under the Staffing Appeals Regulations. Thanking them for applying on the position and/or attending the interview.gov. The Human Resources Representative advises candidates about the outcome of the competition by: a. fax or e-mail if a valid address has been provided. and c. Procedures 1.doc http://www. 2.gov.nt. letting them know how their resume and/or the results of the interview compared to the qualifications being sought by the Selection Committee. 4. The staffing appeal process is to determine whether an error occurred in the application of applicable legislation.doc http://www. 5.hr.hr. 3. The Human Resources Representative records the date and times of all attempts to reach candidates by phone. 6. interview questions.hr. See HRM section 117 on the staffing appeal process. Once the successful candidate accepts the letter of offer.nt.doc http://www. ranking forms.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/Re-AdvertiseNoSuccessfulCandidate. 4.nt.nt. the Human Resources Representative may use e-mail or one of the following sample regret letters to communicate the outcome of a competition: • Competition Cancelled1 • Competition Closed2 • Candidate With Appeal Rights 3 • Candidate With No Appeal Rights4 • Late Application5 • Re-Advertise. 3. 6.Human Resources Manual 4. the Human Resources Representative attempts to phone all unsuccessful candidates who were either interviewed or have appeal rights.nt. If the candidate is interested.gov.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/CompetitionCancelled. 5.doc http://www.doc .hr. The Human Resources Representative will not disclose copies of tests.gov.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/CompetitionClosed.doc http://www.hr.ca/policy/hrm/0100%20-%20Hiring%20Process/documents/word/LateApplication.

hr.Hiring Process/116/default.99 - .Regrets 6. 7. Staffing Appeal Process Last Updated: August 2006 Online Edition URI: http://www. The Human Resources Representative places a copy of all regret letters and notes confirming the date and time of all phone regrets on the competition file.ca/policy/hrm/0100 . the Human Resources Representative informs the Selection Committee and successful candidate that the letter of offer has been withdrawn pending the outcome of the appeal.htm .nt. Appeal of Minister’s decision Staffing Appeals Regulations Human Resource Manual Section 117. In the event of an appeal.gov. Authorities and References AUTHORITIES AND REFERENCES NWT Public Service Act Section 17(2).116 .

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directives. Guidelines 1. These guidelines and procedures only apply to an unsuccessful candidate who applied on any position up to and including Director level and who: a. Application 1. 6. 7. based on merit. and procedural guidelines in the competition process and whether the appeal should be granted or denied. The Staffing Review Officer determines whether procedural fairness occurred in the application of legislation. Definitions 1. but is not restricted to. term or casual) of the Government of the Northwest Territories and was so at the time of applying on the competition. Competition file is the official record of the competition containing all documents required by policies and guidelines. Appellant is the individual filing the appeal. is an employee (indeterminate. The Selection Committee usually includes. The staffing appeal process gives unsuccessful candidates an opportunity to appeal a staffing decision if they feel that an error was made during the hiring process which adversely affected their opportunity to be appointed. The purpose of the appeal process is to determine whether an error occurred in the application of applicable legislation. 2. policies. 4. regulations. Corporate Human Resources is the Corporate Human Resources Services division of the Department of Human Resources. Proposed appointee is the individual to whom the job offer has been made.117 . is eligible for priority consideration under the Affirmative Action Policy and who declared that priority eligibility prior to the proposed appointment. A job offer is a written or verbal offer of appointment to a position. The merit principle is the ranking. or b. guidelines. A hearing may be conducted to review the process to ensure that procedural fairness occurred in the application of applicable legislation. guidelines and procedures during the competition process that adversely affected an appellant’s opportunity for appointment. of suitable.Staffing Appeal Process Introduction 1.Staffing Appeal Process 117 . directives and procedures. a Human Resource Officer and the supervisor of the position being filled.101 - . 5. qualified candidates of the same hiring priority category. 2. 3. An appellant who is eligible to file an appeal must do so within the following limits: . 8. Staffing Review Officer is an individual appointed to provide an independent review of the competition process.

unless the appellant is a layoff. h. An applicant who is eligible to appeal and wishes to do so must appeal in writing within the specified time lines and must also include the reason why he/she wants to appeal a competition. 6th Floor YELLOWKNIFE. if the proposed appointee desires. The Staffing Review Officer must give the appellant or his/her representative an opportunity to be heard. An applicant must appeal in writing to the Deputy Minister of Human Resources. a direct appointment. faxed to: (867) 873-0667 or emailed to: appeals@gov. i. Appeal rights do not exist where the proposed appointment is one of the following: a. d. The written appeal should be addressed to: Deputy Minister Department of Human Resources BOX 1320. http://www. Associate Deputy Minister. f. a change made for health purposes and which is not a promotion. g. The Staffing Review Officer may give the proposed appointee or his/her representative an opportunity to be heard.ca . return of an employee from leave of absence. or b. NT X1A 2L9 The appeal letter/application may be hand-delivered. an appointment to a position as an Executive Manager.nt. four working days after the day on which the unsuccessful applicant was verbally notified of the proposed appointment. teacher or principal.ca1. Email may only be used if an applicant provided their email address in their resume or cover letter. b.nt. In addition. 6. an appointment of a layoff. He or she may only direct that the competition be restarted at the point at which the error occurred. e. Assistant Deputy Minister. The Staffing Review Officer cannot award a job to an appellant if it is determined that an error occurred in the competition process. 4. Procedures 1. a demotion under Section 29(1)(c) of the Public Service Act.hr. ten working days after the date upon which written notification of the proposed appointment was mailed or emailed to the unsuccessful applicant.ca/policy/hrm/appeals@gov.nt. an appointment of a person named on an eligibility list.102 - . an appointment of a person completing a Government training program. the letter and the email must cover the same information provided in the standard appeal rights rejection letter.gov. YK Centre. Appeals must be filed within the prescribed time limits noted above and must include the reasons for the appeal. 3. 5. 7. 1. c. an appointment resulting from the classification or reclassification of an existing position.Human Resources Manual a.

3. iii. 5. prepare a competition package and provide it to the Deputy Minister’s delegate who forwards it to the Staffing Review Officer. If delivered by hand. ii. An appeal application2 or a letter may be used. the signed and dated competition rating form. if the appointment is for a position that may be appealed and whether there appears to be grounds for the appeal. a written competition summary report which makes reference to the relevant policies. the Staffing Review Officer will assess the appeal letter to determine if the appellant is entitled to appeal. the application for appeal. and b.Staffing Appeal Process 2. The package includes the following: i. and the competition title that is being appealed. the signed and dated job description. the date on the fax or email will be considered the date of receipt.gov. the job poster. Within four days of its receipt by the Deputy Minister. the interview questions. The Deputy Minister’s delegate will advise the appellant and the applicable Client Services Manager. The appointment of the proposed appointee can be finalized. informs the proposed appointee that the appointment has been withdrawn pending the outcome of the appeal. informs the department representatives who were members of the Selection Committee that an appeal has been filed. If it is determined that the appeal is to proceed. the staff requisition or its equivalent. 7. The Human Resource Officer does the following: a. Upon receipt of the application for appeal(s). including committee members’ notes for both the appellant and proposed appointee. procedures. The appeal letter must contain the following information: name. the signed and dated screening criteria.117 . the written notice of appeal must be received by the Deputy Minister within four working days of verbal notification of the proposed appointment or within 10 working days of the written notification of the proposed appointment. the competition number.hr. the résumés and applications for both the appellant and proposed appointee. 2. vii. If faxed or emailed. Appeals are reviewed by a Staffing Review Officer. The letter must also include the reason for the appeal. Pre-Hearing 4. and guidelines that guided the selection panel in their decision. ix. http://www.docx . If it is determined that the appeal is not eligible to proceed. the Human Resource Officer will be advised and will be required to: a. v.ca/policy/hrm/0100%20-%20Hiring%20Process/117/AppealApplication-April2013. the date received stamp will be considered the date of receipt. 6. viii. iv. To be accepted. the Deputy Minister’s delegate informs the Human Resource Officer responsible for the competition of the receipt of an appeal. including the details about the error(s) the appellant believes were made during the competition process.103 - .nt. vi. the Staffing Review Officer will advise the Deputy Minister’s delegate. address and telephone number of the appellant.

. directives and procedural guidelines and that this error adversely affected the appellant's opportunity for appointment. the Staffing Review Officer. any applicable correspondence. Due to the confidentiality of the information contained in the references. The Staffing Review Officer may decide to wait until the appeal period for all those with appeal rights has lapsed before beginning the hearing process. taking into account the reasons for granting the appeal. The Staffing Review Officer denies the appeal if it is concluded that the competition was conducted in accordance with legislation. 12. the Staffing Review Officer prepares a report of the findings. 10. 15. 14. b. including the reasons for his/her decision. regulations. The Staffing Review Officer shall give the appellant(s) or his/her representative the opportunity to explain their reason(s) for the appeal. The appointment of the proposed appointee may proceed. Post-Hearing 13. The Staffing Review Officer may also examine persons responsible for administering the Act. the regulations and the applicable policies. the Staffing Review Officer shall review copies of documents outlined in section 24(a) and shall review relevant legislation. policies. However. 8. The Staffing Review Officer may question members of the Selection Committee individually or together about decisions made during the competition process. 16. regulations. may direct that the competition be restarted at the point where the error occurred or be redone. and procedural guidelines. xi. transfer or promotion. The Staffing Review Officer examines all the evidence in the competition file and provided by the witnesses to arrive at a decision. In conducting a hearing. 11. and provides it to the Deputy Minister. xii. a written record of references.104 - . contact numbers for Selection Committee members. policies. The Staffing Review Officer grants the appeal if it is concluded that the Competition Selection Committee erred in the application of legislation. The competition package must be provided to the Deputy Minister’s delegate without delay as the hearing should take place within four days after the initial review of the application for appeal. regulations. directives and procedural guidelines and any other person the Staffing Review Officer considers necessary. the Human Resource Services Officer may provide a verbal summary of the content of the reference checks during the hearing. Where the decision is to grant an appeal. directives.Human Resources Manual x. appellant and proposed appointee. review all aspects of the competition package with Selection Committee members to ensure they are familiar with its contents and understand how it will be reviewed by the Staffing Review Officer. Within three days of completing the hearing. copies of the reference checks are not included in the competition package. directives and procedural guidelines to determine whether an error was made. policies. or within such time as determined by the Staffing Review Officer. Hearing 9.

105 - .gov.hr.ca/policy/hrm/0100 .ca/policy/hrm/0100%20-%20Hiring%20Process/117/documents/StaffingAppealBrochure-May2013.htm 3. the Staffing Review Officer will advise the Director. 19.pdf .gov. If the decision is to grant the appeal.nt. The Director. The Deputy Minister’s delegate provides a copy of the report to the appellant and notifies the Human Resource Officer of the decision. 18. the Human Resource Officer follows the Staffing Review Officer direction contained in the report regarding at what point the competition must be redone. Corporate Human Resources reviews appeal reports on a regular basis to determine what action or training can be implemented to improve the staffing process. 20. Corporate Human Resources in writing. http://www.nt. The Human Resource Officer notifies the proposed appointee and the Selection Committee members of the decision.117 .Hiring Process/117/default. Brochure on Staffing Appeals Process 3 Authorities and References Staffing Appeals Regulations Last Updated: December 2006 Online Edition URI: http://www.hr. If the Staffing Review Officer identifies any issue(s) during the review of the appeal package that did not adversely affect the appellant but that needs to be addressed to improve the staffing or appeals process.Staffing Appeal Process 17.

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html .Hiring Process/118/default.hr.executive. http://www.ca/research/publications/index.gov.gov.nt. The Handbook is located on the Department of Executive web page under Publications\Resources at http://www.ca/policy/hrm/0100 . Guidelines for direct appointments to the public service are available in Appendix 4: Guidelines and Format for Recommending Direct Appointments of the Executive Council Submission Handbook. Or alternatively on the Government of the Northwest Territories publications web page under “Reports” at http://www.nt.ca/research/publications/index.gov.nt.Direct Appointments 118 .Direct Appointments Introduction 1.gov.nt.gov.htm 1.executive.ca/publications/resources/1.118 . http://www. Last Updated: September 2010 Online Edition URI: http://www.107 - .nt.ca/publications/resources/ 2.html2.

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hr. Guidelines 1.htm . 2.Casual Employees Last Updated: July 2002 Online Edition URI: http://www. students will be given a higher priority than non-students registered in the same Affirmative Action category. boards and agencies. In the case of as and when casual.109 - . There will be no systematic release and rehire of casuals into the same positions primarily as a means of avoiding the creation of indeterminate employment or paying wages and benefits associated with indeterminate employment. Applicants seeking casual employment should register with individual departments.Casual Recruiting 119 .119 . 4.ca/policy/hrm/0100 . 5.Hiring Process/119/default. Affirmative Action Priorities apply to the selection of casual employees.gov. Between May 1 and August 31. These guidelines and procedures apply to all departments.Casual Recruiting Application 1. 3. Authorities and References Collective Agreement with the UNW Appendix A5 . Casual employees are hired for a specific period of employment to do work of a temporary nature. 6. The Employer is required to consult with the UNW before a former casual employee is rehired in a particular division if that former casual employee had worked in that division as a casual employee performing the same duties at any time within the 30 working days immediately preceding the date of rehire.nt. affirmative action priorities would be applicable at the time of initial hire.

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4. b.111 - . Board or Agency and who the Department. whichever is closer to his/her entry into the program. . 5. Corporate Human Resources (CHR) is the Corporate Human Resources Division of the Department of Human Resources. Boards and Agencies except the Workers’ Compensation Board and the NWT Power Corporation. There are two types of post-secondary student jobs: a. who worked for the Department.120 . Board or Agency in the previous summer. or who has been accepted to attend a post-secondary institution on a full time basis at the start of the fall or winter semester. had a positive employment history with that Department. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. 3. CasualWORK website is the Government of the Northwest Territories website that accepts applications for summer student employment. The Government provides summer student employment opportunities to eligible summer students.e.Post-Secondary Student Employment Program Introduction 1. Only post-secondary students are considered for Category B jobs.. replacement work for someone on summer holidays or completion of a specific project like taking inventory). 2. For employment in Category A jobs. Guidelines 1. These guidelines and procedures apply to all Departments. Many of these jobs are eligible for a subsidy under the Progressive Experience Program (see Section 121a) or Relevant Experience Program (see Section 121b). Category A: a job that fulfills a specific departmental need but is not necessarily related to the student’s field of study (i. 3. Board or Agency wishes to rehire. Application 1. Category B: a job related to the student’s field of study where the emphasis of the job is on providing relevant work experience. post-secondary students are given a higher priority than non-students of the same affirmative action priority between April 15th and August 31st.Post-Secondary Student Employment Program 120 . 2. Definitions 1. Northern Post-Secondary Student is a student who normally resides in the Northwest Territories and has completed a semester of full-time study at a post-secondary institution within the four months prior to being employed under the program. Returning Student is a post-secondary student who has successfully completed his/her post-secondary year.

where there are no post-secondary students registered for employment in a community. The list will also specify the duties to be performed and the experience and/or educational background required for each position. northern post-secondary students who have been accepted to attend full-time post-secondary studies at the start of the fall or winter semester. information packages will be provided to Management and Recruitment Services to help them promote the Summer Student Employment.hr. Management and Recruitment Services will use the list to review prior year’s student hiring with managers and establish a preliminary list of post-secondary student positions available for the coming summer. Procedures 1. In January and early February. resume writing. and proceed to have them posted. 5. offers of summer employment are made to post-secondary students by mid-April to allow them to concentrate fully on their final examinations without the worry of securing summer employment. Priority for summer student employment is as follows: a. 7. 3.ca/employment/ .nt. Students are encouraged to apply on the CasualWORK website for summer employment as early as possible. In November and December. Where possible. The Department of Human Resources (DHR) will arrange these sessions. 1. Management and Recruitment Services will work with departments to determine which positions should be posted on the GNWT Employment Opportunities listing on the Internet. 8.nt. 9. preferably in January of each year.Human Resources Manual 4. Progressive Experience and Relevant Experience Programs to departments.. 6. 2. This will include a department specific list outlining students hired and positions filled during the previous summer. b. Management and Recruitment Services will also use the list to help departments identify positions/students that may be eligible for funding subsidies under the Progressive Experience or Relevant Experience Programs. http://www. 6. 4.e. The Affirmative Action Policy applies to the selection of post-secondary student employees (see the Human Resources website1 for a copy of the Affirmative Action Policy). Post-secondary students are hired as casual employees and are subject to the same terms and conditions as other casual employees.ca/ 2. northern post-secondary students who have completed a semester of full-time studies at a post-secondary institution within the four months prior to being employed under the program. DHR will use a variety of advertising methods to contact Northwest Territories post-secondary students to advise them to register on the CasualWORK website for summer student employment.112 - .gov.hr. managers hiring for student jobs in that community may consider local high school students. Throughout November and December. Northern post-secondary students MUST register on the CasualWORK website2 in order to be considered for summer student employment. A general orientation to Government and workshops on topics relevant to students (i. http://www. 5.gov. preparing for interviews) will be offered over the summer to students employed with the Government. and c.

and c.120 . iv. managers can continue to identify opportunities for student employment. http://www. Management and Recruitment Services will discuss the possible students with managers. Management and Recruitment Services: a.hr.gov.nt.nt. ii.htm 3. Managers with access to the Department of Human Resources’ Intranet site will be able to search for summer students on the CasualWORK search3. 13. and arrange interviews and conduct reference checks as may be required. ensures the “student” field is checked off in the Personal Data section on PeopleSoft. iii. affirmative action status. As additional jobs are identified.ca/policy/hrm/0100 . Last Updated: February 2007 Online Edition URI: http://www. and v. 8.gov. 9. 10.Hiring Process/120/default. Managers who need to look for students will contact their human resource representative in order to be given “reader access” to the CasualWORK search link. community.ca/intranet/manager/default. advises the Casual Employment Coordinator of the hire by email. including: i. b. Managers working in departments without access to the DHR Intranet contact their human resource representative who will search the database to find them a selection of suitable students. start and end dates. Management and Recruitment Services will process the casual staffing form for each student hired. 12. department. 11. student name.113 - .Post-Secondary Student Employment Program 7. Management and Recruitment Services will work with mangers to fill their positions using the process outlined above. Between February and August. When students are hired.htm .hr. marks the student as hired in the CasualWORK database.

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5.Progressive Experience Program 121a . Application 1. Boards and Agencies that employ summer students position that is relevant to their postsecondary education field of study. Progressive Experience Placements are jobs that provide work experience relevant to a northern post-secondary student's field of study. Corporate Human Resources Services (CHRS) is the Corporate Human Resources Services Division of the Department of Human Resources. 3. The Government of the Northwest Territories (GNWT) provides a subsidy to Departments. Board or Agency and who the Department. Management and Recruitment Services is the Management Services Division of the Department of Human Resources. Board or Agency wishes to rehire. and .000 (15 weeks). whichever is closer to his/her entry into the program.121a . Board or Agency in the previous summer. who worked for the Department. 4. provides students with work experience directly related to their field of study. 6. Guidelines 1. 7. Returning Student is a postsecondary student who has successfully completed his/her postsecondary year. 2. Boards and Agencies. Definitions 1. Northern Post-Secondary Student is a student who has completed a semester of full time studies at a post-secondary institution within the four months prior to being employed under the program or who has been accepted to attend full time post-secondary studies at the start of the fall or winter semester.Progressive Experience Program Introduction 1. 2. procedures and definitions apply to all GNWT Departments. had a positive employment history with that Department. CasualWork Website is the Government of the Northwest Territories (GNWT) website that accepts applications for summer student employment. Progressive experience funding is not provided in cases where other student employment programs are funding some or all of the position or where an employee on education leave or PLWOP (for education purposes) returns to work between semesters. It has a student registration feature and a search feature to allow employers to identify potential candidates for summer positions.115 - . except the NWT Power Corporation and the Workers Compensation Board. These guidelines. The Progressive Experience Program (PEP): a. Progressive Experience Funding is a contribution of $330 per week per placement to a maximum of $5.

Human Resources Manual b. allows Departments, Boards and Agencies to develop relevant skills and experience in northern students. 3. Departments, Boards and Agencies providing progressive experience placements are eligible to apply for funding of up to $5,000 for each student. 4. Northern postsecondary students can be considered for funding under this program between April 15th and August 31st. 5. Northern post–secondary students in coop programs or looking for practicums can be considered for funding through this program at any time. 6. The Affirmative Action Policy, as it applies to postsecondary student employment, applies to all hiring under the PEP (see the Human Resources website1 for a copy of the Affirmative Action Policy). 7. Northern postsecondary students MUST register on the CasualWORK website2 in order to be considered for a progressive experience placement.

Procedures
1. As part of the promotional campaign undertaken during November and December, CHRS advises northern students of the requirement to register on the CasualWORK website in order to be considered for summer student employment, including the PEP program. 2. Students are encouraged to apply on the CasualWORK website for summer employment as early as possible, preferably in January of each year. 3. Management and Recruitment Services works with managers to identify possible job opportunities where students would receive work experience directly related to their postsecondary studies. 4. Managers with access to the Department of Human Resources’ Intranet site will be able to search for PEP students on the CasualWORK search3. 5. Managers who need to look for students will contact their human resource representative in order to be given “reader access” to the CasualWORK search link. 6. Managers working in Departments, Boards or Agencies without access to the Department of Human Resources’ Intranet contact their human resource representative who will search the database to find them a selection of suitable students for their PEP jobs. 7. Management and Recruitment Services helps managers complete the required PEP application form. 8. On the initial application, the manager may identify one or several students whose field of study would be a match to the specified placement. 9. Management and Recruitment Services forwards PEP applications to CHRS by a date set by CHRS each year. 10. CHRS assesses each application to ensure that the proposed job and student are appropriate for a progressive experience placement. The assessment may result in: a. approval of both the position and student; or b. approval of the position, but not the student; or c. approval of neither the position, nor the student.

1. http://www.hr.gov.nt.ca/ 2. http://www.hr.gov.nt.ca/employment/ 3. http://www.hr.gov.nt.ca/intranet/manager/

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121a - Progressive Experience Program 11. CHRS forwards the results of each assessment to Management and Recruitment Services. In cases where a student or position was not approved, an explanation is included. 12. If an application is not approved, Management and Recruitment Services advises the manager about the application results and works with the manager to revise the job duties and/or consider alternative students. 13. If the application is approved, Management and Recruitment Services works with the manager to arrange interviews and conduct reference checks. 14. When students are hired, Management and Recruitment Services: a. advises the Casual Employment Coordinator of the hire by email, including: i. student name; ii. affirmative action status; iii. start and end dates; iv. department; and v. community; b. ensures the “student” field is checked off in the Personal Data section on PeopleSoft. c. marks the student as hired in the CasualWORK database 15. Both the students and the managers are asked to complete an exit interview at the completion of the program for evaluative purposes. 16. In October, CHRS provides Progressive Experience funding to each participating Department, Board or Agency based on the number and length of placements Last Updated: March 2007 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/0100 - Hiring Process/121/default.htm

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121b - Relevant Experience Program

121b - Relevant Experience Program
Introduction
1. The Government of the Northwest Territories (GNWT) provides a funding subsidy to Health and Social Services Authorities who employ northern post-secondary students taking health and social services related studies to perform duties that are relevant to their post-secondary education field of study during the summer.

Application
1. These guidelines, procedures and definitions apply to all GNWT Health and Social Services Authorities.

Definitions
1. Northern Post-Secondary Health and Social Services Student (HSS student for the purposes of this section) is a student who has completed a semester of full time study at a post-secondary institution within the four months prior to being employed under the program or who has been accepted to attend a post-secondary institution on a full time basis at the start of the fall or winter semester whichever is closer to their entry into the program. The student must be enrolled in a college or university level program, which will lead to certification in a recognized health or social services occupation. 2. Health or Social Services Occupations are nursing and allied health occupations that are directly involved in the provision of health and social services and are found in Health and Social Service Authorities located in the Northwest Territories. 3. Subsidized Funding is the amount of salary dollars, which will be reimbursed to Health and Social Service Authorities. 4. Relevant Experience Placements provide work experience relevant to a northern post-secondary student’s field of study. 5. Relevant Experience Funding is a contribution of $525 per week per placement to a maximum of $8,400 for 16 weeks (600 hours). 6. Returning Student is a post-secondary student who has successfully completed his/her post-secondary year, who worked for the Department, Board or Agency in the previous summer, had a positive employment history with that Department, Board or Agency and who the Department, Board or Agency wishes to rehire. 7. CasualWork Website is the GNWT website that accepts applications for summer student employment. 8. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. 9. Corporate Human Resources (CHR) is the Corporate Human Resources Division of the Department of Human Resources.

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Human Resources Manual

Guidelines
1. The Relevant Employment Program (REP) provides the university or college student with relevant practical experience in the profession in which they are studying. 2. The program also allows Health and Social Service (HSS) Authorities to develop relevant skills and experience in northern students. 3. HSS students can be considered for funding through this program between April 15th and August 31st. 4. Relevant experience funding is not provided in cases where other student employment programs are funding some or all of the position. 5. Subsidized funding is available for up to 16 weeks (or 600 hours) of employment. 6. HSS Authorities providing relevant experience placements are eligible to apply for subsidized funding of up to $8,400 per student, which will be prorated for placements of less than 16 weeks or 600 hours. 7. Required salary dollars, which exceed the maximum allowable subsidized funding amount, are the responsibility of the employing HSS Authority. 8. The Affirmative Action Policy, as it applies to post-secondary student employment, applies to all hiring under the REP (see the Human Resources website1 for a copy of the Affirmative Action Policy). 9. Northern post-secondary students MUST register on the CasualWORK website2 in order to be considered for a relevant experience placement.

Procedures
1. As part of the promotional campaign undertaken during November and December, CHR advises northern students of the requirement to register on the CasualWORK website in order to be considered for summer student employment, including the REP program. 2. Students are encouraged to apply on the CasualWORK website for summer employment as early as possible, preferably in January of each year. 3. Management and Recruitment Services work with managers to identify possible job opportunities where students would receive work experience directly related to their post-secondary studies. 4. Managers contact a Health Recruitment Officer to request a search of the CasualWORK database to identify potential candidates for REP placements. 5. Management and Recruitment Services help managers complete the required REP application form. 6. On the initial application, managers may identify one or several students whose field of study would be a match to the specified placement. 7. Management and Recruitment Services forward REP applications to CHR by a date set by CHR each year. 8. CHR assesses each application to ensure that the proposed job and student are appropriate for a progressive experience placement. The assessment may result in: a. approval of both the position and student; or b. approval of the position, but not the student; or c. approval of neither the position, nor the student.
1. http://www.hr.gov.nt.ca/ 2. http://www.hr.gov.nt.ca/employment/

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121b - Relevant Experience Program 9. CHR forwards the results of each assessment to Management and Recruitment Services. In cases where a student or position was not approved, an explanation is included. 10. If an application is not approved, Management and Recruitment Services advises the manager about the application results and works with manager to revise the job duties and/or consider other students. 11. If the application is approved, Management and Recruitment Services work with managers to arrange interviews and conduct reference checks. 12. When students are hired, Management and Recruitment Services: a. advises the Casual Employment Coordinator of the hire by email, including: i. student name; ii. affirmative action status; iii. start and end dates; iv. department; and v. Community; b. ensures the “student” field is checked off in the Personal Data section on PeopleSoft; and c. marks the student as hired in the CasualWORK database. 13. Both the students and the managers are asked to complete an exit interview at the completion of the program for evaluative purposes. 14. Health and Social Services Authorities must invoice CHR for the REP funding. Funding will be distributed in October of each year. Last Updated: March 2007 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/0100 - Hiring Process/121b/default.htm

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122 - Graduate Internships

122 - Graduate Internships
Introduction
1. Graduate internships provide an opportunity for eligible northern graduates to gain relevant and hands-on work experience with Government of the Northwest Territories’ (GNWT) Departments, Boards and Agencies through a one-year internship. Excluding previous summer student employment, internships are intended to provide the first work experience relevant to the graduate’s field of study. Information on GNWT graduate internships and the application process is available on the Department of Human Resources website at http://www.hr.gov.nt.ca/employment/interns/1.

Application
1. These guidelines, procedures and definitions apply to all GNWT departments, boards and agencies except the Northwest Territories (NWT) Power Corporation.

Definitions
1. Internships are one-year placements that provide work experiences relevant to northern graduates’ fields of study. 2. Internship funding is funding of $40,000 per year. 3. Corporate Human Resources (CHR) is the Corporate Human Resources Division of the Department of Human Resources. 4. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. 5. Northern Graduates are persons who: a. Were a territorial resident for at least three continuous years immediately prior to graduating from post-secondary institutions located in the NWT and who remained and resided in the NWT following graduation from the institution; or b. Attended a post-secondary institution located outside the NWT, but resided in the NWT for at least twelve continuous months immediately prior to attending the post-secondary institute.

Guidelines
1. The Department of Human Resources is responsible for promotion and coordination of the internship program GNWT- wide.

1. http://www.hr.gov.nt.ca/employment/interns/

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Human Resources Manual 2. Deputy Heads are responsible for promotion and establishment of graduate internship positions in their Department, Board or Agency. 3. There is funding available for a set number of internships each year. If the number of internships requested by Departments, Boards or Agencies exceeds the number that are funded, regional internships and internships that offer the best and most relevant work experience will receive higher priority. Departments, Boards or Agencies can fund internship positions internally. 4. Although internships are intended to span a one-year period, in cases where the internship placement ends prior to the completion of the one-year period, the internship funding will be prorated. 5. Employing Departments, Boards or Agencies will not be eligible for any internship funding for employees returning from an approved education leave. 6. In order to be considered for a graduate internship, eligible northern graduates will meet the following criteria: a. Have completed a post-secondary program within the six months prior to being hired; b. Were registered in a full course load (normally five courses per semester) for the two semesters prior to graduating (accommodation can be made to recognize special circumstances for disabled students); and c. Were registered in a post-secondary program of at least four semesters in length that resulted in a college diploma or university diploma or degree. 7. Special consideration will be given to allow disabled individuals who were attending specialized facilities outside the NWT immediately prior to attending a post-secondary institution to meet the definition of a northern graduate. 8. Position duties, experience and education requirements outlined on the job description must reflect those relevant to a new graduate. Job descriptions for internships are evaluated in accordance with the Hay system of evaluation and paid according to the appropriate terms and conditions of employment (Collective Agreement or Employee Handbook). 9. In cases where more than one graduate with relevant education is interested in the same placement, the Affirmative Action Policy is applied. 10. There is no appeal process for internship hiring. Graduates who have concerns with a decision regarding selection can raise those concerns with CHR. 11. Where funded interns are based outside of Yellowknife, the Department, Board or Agency will receive northern allowance support equivalent to the difference between the northern allowance for Yellowknife and that of the community of hire. 12. Northern graduates who accept an internship outside their home community will be supported with removal assistance from their home community to their community of hire. At the completion of the one-year internship, removal assistance from the community of hire back to their home community is provided. Graduates must complete the term of employment in order to be eligible for removal back to their home community.

Procedures
1. Each year, CHR will use a variety of advertising methods to market the internship program and to invite potential northern graduates to register for the program with CHR. 2. Potential graduates will be asked to indicate their interest in the Graduate Internship Program by submitting a current resume, a summary of their employment interests and a completed application form.

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122 - Graduate Internships 3. CHR advises each interested graduate that they will be required to provide proof of graduation prior to actually commencing employment. 4. As potential graduates register, CHR prepares an available graduate list that includes the graduate’s name and their field of study. 5. CHR circulates the list of available graduates to Management and Recruitment Services. 6. Using the list of available graduates, Management and Recruitment Services works with managers to identify potential placement options and prepare job descriptions. 7. Management and Recruitment Services work with each Department, Board or Agency to prioritize their applications and complete the Northern Graduate Employment Program Internship Application. 8. Management and Recruitment Services submits the job description, the completed Northern Graduate Employment Program Internship Application and departmental priorities to CHR by a date set by CHR. 9. CHR assesses each application to ensure that the proposed internship will provide the graduate with work experience relevant to their field of study. Where the internship meets those criteria, CHR approves the application and informs Management and Recruitment Services. Where the internship does not meet those criteria, CHR advises Management and Recruitment Services that the application is not approved and provides information about the action required to approve the application. In cases where the job description is returned, Management and Recruitment Services works with managers to adjust the job description. 1. Management and Recruitment Services works with Departments, Boards and Agencies to ensure that the Deputy Head signs finalized job descriptions. 2. An evaluation committee consisting of Department of Human Resources total rewards and recruitment services’ staff review and evaluate finalized job descriptions. 3. Once an internship position is approved, the manager working with Management and Recruitment Services, reviews the list of registered graduates to find those with the educational background relevant to their internship position. 4. Management and Recruitment Services contacts CHR to ensure the available graduates of interest to the manager are registered and approved by CHR as a match to their internship positions. 5. Once approval of the match is obtained from CHR, Management and Recruitment Services contacts the graduates to determine their interest in the internship position and to provide graduates with the internship job description. 6. Management and Recruitment Services and managers undertake a formal interview process to determine the successful applicant, regardless of the number of graduates being considered for the internship. The interview process assesses overall suitability for the position. 7. Based on the outcome of the interview process, Management and Recruitment Services and managers determine the successful graduate and advise CHR about the outcome. 8. Management and Recruitment Services extends a verbal job offer to the graduate. 9. If the verbal job offer is accepted, Management and Recruitment Services sends the successful graduate a letter of offer along with a copy of the job description. 10. Management and Recruitment Services forwards a copy of the letter of offer to CHR. 11. Prior to the intern commencing employment, Management and Recruitment Services obtains proof of graduation from the graduate and forwards the documentation to CHR. 12. CHR prepares the direct appointment decision papers for all internship positions.

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Last Updated: January 2011 Online Edition URI: http://www.Hiring Process/122/default. CHR will provide an internship contribution to each participating Department. 14.nt. Board or Agency based on the number of active internships.126 - .ca/policy/hrm/0100 .gov. On a quarterly basis.htm . Both the interns and the managers are required to complete an exit interview at the completion of the program for evaluative purposes.hr.Human Resources Manual 13.

Recruitment and selection practices will also be carried out in a manner that is consistent with other territorial and federal legislation including the Financial Administration Act. 7. Definitions 1.127 - . Aboriginal Language Specialists. the Official Languages Act.NWTTA Teacher Recruitment Introduction 1. including NWTTA Recruitment Guidelines. Corporate Human Resources shall provide clarification and interpretation of the Staffing Guidelines. The Minister responsible for the Public Service delegates staffing authorities to Deputy Heads to the maximum extent possible to assist them to meet their operational objectives and to respond efficiently and effectively to increasing and changing demands. Application 1. The Minister responsible for the Public Service has the exclusive right and authority to appoint persons to positions in the Public Service. The NWTTA Recruitment Guidelines have been designed as an electronic reference that enhances ease of access and maintenance. administrative procedures and forms where these exist. Teacher Consultants. This contributes to a Public Service that is competent and representative of the people it serves. Recruitment and selection practices for NWTTA positions will be carried out in a manner that is consistent with the NWT Education Act and the agreement between the Public Service and the NWT Teachers’ Association. Teachers. Rulings and advice concerning the NWTTA Recruitment Guidelines will be documented and communicated to Human Resource staff on a regular basis and are intended as standards for future practice.123 . Each section follows a standard format and includes any related staffing support information such as examples. and selection decisions will be fair.NWTTA Teacher Recruitment 123 . 3. transparent. 4. This policy and applicable guidelines apply to the staffing of all Public Service positions within the NWT Teachers’ Association bargaining unit. 2. Appointments to positions in the Public Service will be based on merit. Guidelines 1. 5. Principals and Human Resource Services Officers with procedures to ensure that appointments are made in a manner consistent with the Public Service Act and the goals of the Government of the Northwest Territories (GNWT). . Corporate Human Resources is a division of the Department of Human Resources. Vice-Principals and Principals are considered members of the Public Service. 6. equitable and will comply with all relevant policies and guidelines. The NWTTA Recruitment Guidelines provide Superintendents. the NWT Human Rights Act and the Canadian Charter of Rights and Freedoms.

Inquiries 1.nt.gov. Questions regarding the application or interpretation of these guidelines may be directed to: Director. Corporate Human Resources Department of Human Resources Government of the Northwest Territories Box 1320 Yellowknife NT X1A 2L9 Phone: (867) 920-3398 Fax: (867) 873-0235 Email: chrs@gov. including NWTTA Recruitment Guidelines.ca/policy/hrm/0100 .hr.nt. The Staffing Guidelines. administrative procedures and forms shall be maintained by Corporate Human Resources.Human Resources Manual 2.nt.nt. and all applicable examples. (5) Canadian Charter of Rights and Freedoms Education Act NWTTA Collective Agreement Last Updated: July 2006 Online Edition URI: http://www. (3). (4). http://www.gov.ca 1 Authorities and References Public Service Act Financial Administration Act Fair Practices Act Section 3 (1).hr.128 - . Specific NWTTA Recruitment Guidelines have been developed to reflect unique requirements in NWTTA staffing.ca/policy/hrm/chrs@gov.ca .htm 1.Hiring Process/123/default.

Non-NWT Resident Teacher means non-NWT residents eligible to teach in the NWT.124 .Staffing Priority on NWTTA Competitions 124 . Board or Agency. the Deputy Head is the Director/Superintendent. particularly as it relates to the following staffing activities: • Preparing the Job Advertisement (Section 125). 6. Corporate Human Resources (CHR) is the Corporate Human Resources Division of the Department of Human Resources. Northern Teacher Graduate means eligible NWT students graduating from a recognized post-secondary teacher education program.hr. 8. but is not necessarily restricted to. These Northern Teacher Graduates have no prior teaching experience and must meet NWT residency requirements as defined under the Northern Graduate Employment Program. 4. a member with technical expertise or community representative may be added to the Selection Committee. 5. 3. Prior to commencing an NWTTA competition. 2. Selection Committee includes. Deputy Head is the Senior Public Service employee of a Government Department.nt. http://www. Affirmative Action Policy means the guidelines that support the GNWT’s commitment to a competent Public Service that is representative of the population it serves (see the Human Resources website1 for a copy of the Affirmative Action Policy). Assignments and Tests (Section 131). • Screening Applications (Section 129). 7. This section provides an overview of the Priority Ranking for NWTTA positions. • Evaluating Interviews. and • Regrets (Section 136).129 - .gov. 9. either as a full participant or in an advisory capacity with no vote in the final hiring decision. NWT Resident Teacher means NWT residents not currently employed by the GNWT and eligible to teach in the NWT. For Divisional Education Councils.ca/ . it is important that Selection Committee members understand how the Affirmative Action Policy and Priority Ranking impact their decisions throughout the staffing process. Lay-Off Teachers means NWTTA Staff Members who have received official lay-off notice and have staffing priority. a Human Resources Representative and the Supervisor of the position being filled.Staffing Priority on NWTTA Competitions Introduction 1. Definitions 1. Where appropriate. • Job Offers (Section 135). Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process. 1.

emotional. training and career advancement opportunities. indigenous to the present boundaries of the Northwest Territories and includes any aboriginal persons resident at birth pursuant to Section 7. Priority 3:Indigenous Aboriginal Persons. If they had a break in residency. NWTTA staff that receive notice of lay-off shall receive staffing priority (see Section 1608. or physical disability where the disability handicaps the person in taking advantage of employment. A person without such a disability would not encounter these difficulties. 14. Staffing priority on NWTTA competitions is defined by the GNWT Affirmative Action Policy. To be considered for disabled. Resident means those candidates who have lived in the Northwest Territories for one year or more. Inuit or Metis people. If they had status as indigenous aboriginal in the pre-division boundaries and remained in the NWT. Transfer applicants must have successfully completed two years of employment with the GNWT and have completed their probationary period. they can use pre-division residency in the NWT as counting towards their total residency. and the Maximizing Northern Employment. if they lived in the NWT as of March 31. 11. Resident Disabled Persons are persons who are living in and have lived in the Northwest Territories for at least one year immediately prior to applying on a competition and who are at a disadvantage because of a medically certified learning. In terms of Nunavut beneficiaries.1 of the Vital Statistics Act. the GNWT/NWTTA Collective Agreement.130 - . Guidelines 1.Northern Graduate Employment Program.Human Resources Manual 10. 6. resident women in management or non-traditional. 3. Indigenous aboriginal or indigenous non-aboriginal persons who qualify under the program and are residing outside the NWT are granted staffing priority. they maintain that. . Northern Teacher Graduates have been guaranteed a position by the Premier and will be given priority. 1999 and remained in the NWT. mental. Indigenous Non-Aboriginal Persons are non-aboriginal persons born in the Northwest Territories or who have lived more than half their lives in the Northwest Territories. All job advertisements and competition posters shall identify the GNWT as an Affirmative Action employer. Priority 6:Term teachers not included in Priorities 3 & 4. over all applicants except those on approved leave or who have received notice of lay off. Priority 4:Indigenous Non-Aboriginal or Resident Disabled Person. 13. 12. in accordance with the Affirmative Action Policy. Priority 8:Teachers who are not residents of the NWT and who are not included in Priorities. 5. Priority 7:NWT Resident Teachers not employed by the GNWT or included in Priorities 3 & 4. Indeterminate Teachers eligible for Transfer or Promotion and not included in Priorities 3 Priority 5: & 4. 2. Indigenous Aboriginal Persons means those persons who are descendants of the Dene. Transfer Applicants means those teachers currently employed by the Government as indeterminate employees and who are eligible for transfer or promotion. 7. Applicants are responsible for identifying their eligibility for priority consideration when applying for a Government teaching position. 4. they retain their status. Priority for NWTTA shall be granted as follows: Priority 1:Teachers on approved leave. they must meet the requirement of one-year residency within the current NWT boundaries.Lay-Off). Priority 2:Teachers who have received official lay-off notice. and any Canadian aboriginal persons who have lived more than half of their lives in the Northwest Territories.

Metis or beneficiary card. in order to support efforts of all the boards to finalize their staffing complement for the upcoming school year prior to the end of the current school year. Indigenous Aboriginal. 13. Authorities and References Public Service Act NWTTA Collective Agreement Last Updated: October 2006 . 11. they must do so for all such candidates.131 - . Staffing priority will be given to employees on the list of teachers who have received lay-off notice according to their Affirmative Action status and length of service. 6. unless prior approval is granted by the Deputy Head of the potentially affected school board.Staffing Priority on NWTTA Competitions 8. The Selection Committee ranks qualified. suitable applicants of the same priority by merit following interviews. If the Selection Committee chooses to verify the Northern Teacher Graduate. The Human Resources Representative includes the following phrase on all competition advertisements: “Candidates must clearly identify their eligibility in order to receive priority under the Affirmative Action Policy”. 7. Teachers returning from approved leave are entitled to a position upon their return without competition. Priority status is applied to create a short list of applicants to be interviewed (see Section 131Screening Applications). treaty. 4. or confirmation of length of residency in the NWT. 10. Procedures 1. Transfer applicants will NOT be considered for vacancies after May 15 of each year. 12. 5. If necessary. Higher-priority candidates who receive a passing mark on an interview shall be granted hiring priority over lower-priority candidates. 14.124 . 3. 9. 2. the Selection Committee verifies the priority status of candidates prior to screening. Applicants applying for priority as a disabled person shall provide medical certification of that disability. The Selection Committee may contact Corporate Human Resources to verify an applicant’s eligibility for consideration as a Northern Teacher Graduate under the Northern Graduate Employment Program. Higher priority candidates shall be considered for an interview before lower priority candidates. The Selection Committee may verify staffing priority by requesting additional proof such as but not limited to a health. Indigenous Non-Aboriginal and Resident Disabled status of a candidate who does not declare their priority status. Term NWT Resident Teachers who obtained their term position through competition may be appointed to an indeterminate position of a similar nature at their Education Board without competition.

gov.hr.Human Resources Manual Online Edition URI: http://www.Hiring Process/124/default.nt.132 - .htm .ca/policy/hrm/0100 .

Teachers and Assistant Principals are eligible for promotion when they have successfully completed their probationary period. aboriginal language specialists. NWTTA Staff Members includes all school staff members who are members of the NWTTA Teachers' Association. Employees are eligible to apply for transfer when they have successfully completed their probationary periods and are currently employed on an indeterminate basis. Reassignment is a change in assigned duties and responsibilities. the Deputy Head is the Director/Superintendent. Assistant Principals and Principals as defined herein. 9. .125 . Application for Transfer and Promotion is the form distributed by the Deputy Head to NWTTA staff members to indicate an interest in other teaching and promotional assignments. program support teachers. 10. and curriculum specialists. Assistant Principal or Principal position. Transfer is the relocation of an NWTTA staff member to a position in another community within the Board or to a position in another Board. This can occur at any time at the discretion of the Deputy Head or designate. Teacher Consultants. When there is an NWTTA vacancy to be filled during the school year. and supporting/in servicing other school staff(s). 2. Deputy Head is the Senior Public Service employee of a Government Department. who is the Deputy Head or delegate. grade or subject coordinators.Initiating a NWTTA Competition Introduction 1. Human Resources Representative means those employees of the Department of Human Resources designated to co-ordinate the recruitment process 4. possibly including relocation within a school or community. 2. 8. including Teachers. Transfer Applicants means those NWTTA Staff Members currently employed by the Government as indeterminate employees who are eligible and have submitted their application for transfer or promotion. The Education Act defines the duties of the Principal. Definitions 1. 12. 7. 3. Teacher includes school teachers. 11. Board or Agency. For Divisional Education Councils. Promotion is the transfer or reassignment of a current Government of the Northwest Territories’ (GNWT) Teacher to a Teacher Consultant. department heads.Initiating a NWTTA Competition 125 . 6.133 - . including part time teachers. Assistant Principal is a Teacher who has been delegated additional responsibilities by the Principal. Transfer applicants must have successfully completed two years of employment with the GNWT and have completed their probationary period. The majority of staffing for NWTTA positions occurs during the Annual Recruitment Campaign. Teacher Consultant is an experienced teacher designated responsibilities for developing and implementing education curriculum and programs. Principal is the head of the school. Selection Committee includes the Chairperson. 13. the Board must initiate a competition. and any other member(s) participating in the selection of a candidate for a vacancy. 5.

grade or subject coordinators. and promotional positions such as Department Heads. 4. 12. Transfer applicants may not be considered for vacancies after May 15. Lay-Off Teachers means NWTTA Staff Members who have received official lay-off notice and have staffing priority. reassignment of current staff within a school or community. Promotion applicants will be considered for vacancies after May 15. or NWTTA staff member resignations. 2. the Principal defines Required and Preferred Education and Experience.Human Resources Manual 14. transfer or promotion. Vacancies arise as a result of funding increases. 14. Guidelines 1. 16. NWTTA Staff Members returning from approved leave are guaranteed a position at the DEC. Required Experience is the experience required for specialist teacher positions such as program support teachers and guidance counselors. 6. The Deputy Head ensures their DECs contact information is correct and their needs are reflected in Annual Recruitment Promotional Efforts coordinated by Education. Accepting a resignation with prejudice means that ultimate removal will be denied. The Annual Recruitment Campaign requires cooperation between Schools. the Superintendent/Director defines Required and Preferred Education and Experience. Competition files are to be kept for a period of at least two years. For Principal positions. Deputy Heads. Resignations must be tendered at least 60 calendar days prior to the end of the academic school year. 8. 18. Required education may also include specialist qualifications where necessary. 15. a letter of resignation after the closing date. For NWTTA Staff Member positions. 7. or their delegate. Culture and Employment. 3. The DEC will normally accept. Required Education is the education required under the Education Act Regulations in order for certification as a Teacher or Principal in the Northwest Territories. . 13. Divisional Education Councils (DECs) and the Department of Education. DECs may use their discretion in deciding whether or not to interview NWTTA Staff Members returning from approved leave for specific positions. school administrators. Culture and Employment. and teacher consultants. 5. Term NWTTA Staff Members who have been hired into their term position through competition may be appointed to an indeterminate position at the discretion of the Deputy Head. Deputy Heads of each DEC are responsible for notifying their NWTTA staff members of the deadlines to submit their resignations or requests for transfer or promotion to the NWT DEC(s) of their interest. 17. The DEC may appoint NWTTA Staff Members returning from approved leave directly to a position for which they are deemed qualified.134 - . 9. are responsible for coordinating any reassignments of existing teaching staff. Teachers on Approved Leave mean those NWTTA Staff Members returning from approved leave under Section 37(3) of the Public Service Act who are entitled to a position upon return. curriculum specialists. and changes in the staffing needs of the school. Preferred Education and Experience is the education and experience that will increase the likelihood that an individual will perform satisfactorily in the job. with prejudice. Vacancies may be filled without competition by NWTTA Staff Members returning from approved leave as a legal commitment exists to guarantee them teaching positions upon their return from approved leave. Internal Competitions may be held at each school to determine which existing member of the Teaching staff will be delegated the additional responsibilities of Assistant Principals. 11. 10.

8. • Position type – full-time. The Human Resources Representative contacts NWTTA Staff Members on approved leave to confirm their return from leave. Teachers on Approved Leave must confirm their intentions to return by March 15th. The Deputy Head or designate of each DEC must provide NWTTA Staff Members through each school principal with the “Application for Transfer and Promotion” form. and copies HR Service Centre on an ongoing basis in writing or by e-mail.e. 2. 7. The HR Service Centre staff determine whether there are Teachers on Approved Leave that should be considered for the vacancy and advise the Deputy Head.nt. 10. The Human Resources Representative ensures all vacancies are posted electronically at North of 60. part-time.. http://www.gov. The Deputy Head or designate reviews the school staffing needs and teaching reassignments. The Deputy Head reviews vacancy information and provides written approval to the Principal(s) and the Human Resources Representative to staff the vacancies. and instructions on where to send the application forms. criteria. 3. etc.125 . Fine Arts. French. By January. the Deputy Head notifies NWTTA Staff Members that the closing date for resignations is 60 calendar days prior to the end of the academic school year and that a NWTTA Staff Member who provides 90 or 120 calendar days official written notice of their resignation is eligible for an early notice bonus. The Deputy Head or designate reviews the current complement of term Teachers hired through competition.) 6. etc. Physics. Chemistry.ca/employment/ . procedures and deadlines. as well as the Human Resources website1. This information includes: • Position Type • Primary (K-3) • Middle School (4-6) • Junior High (7-9) • Senior High (10-12) • Assistant Principal • Principal • Teacher Consultant • Required and Preferred Criteria as needed • Subject Specialties if required (i. 9.135 - . The Principal of each school submits vacancy information to the Deputy Head.Initiating a NWTTA Competition Procedures 1. 1. 5. at the Education Board. The Principal recommends to the Deputy Heads which term Teachers may be provided with indeterminate job offers. term. The Human Resources Representative verifies the following: • The pay level and allowances. 4.hr. 11.

The Human Resources Representative will use and/or provide the Competition Checklist to the Chairperson of the Selection Committee to ensure compliance with GNWT staffing guidelines. or the Human Resources Representative creates competition files for all position types in each community which includes: • A list of vacant positions to be staffed from this competition file. • The authorization to staff the position(s). procedures and timelines. • Job advertisement.nt. and • Competition checklist (optional). The Selection Committee Chairperson ensures that the Selection Committee complies with GNWT staffing guidelines. 14. the DEC must determine if there are lay-off teachers to consider for the position.136 - .hr. 12. 15. procedures and timelines. 13.ca/policy/hrm/0100 .Human Resources Manual • Location of the position.htm .gov. the Deputy Head or designate(s). Once vacancy information and approval to staff is received. Authorities and References Education Act NWTTA Collective Agreement Public Service Act Last Updated: October 2006 Online Edition URI: http://www. Prior to advertising.Hiring Process/125/default.

and some alternate ways (equivalencies) of obtaining this Education and Experience. Where a Committee member must remove himself/herself from the competition and it is necessary to replace that member. the Deputy Head is the Director/Superintendent. the DEC. Selection Committee includes the Chairperson. 3. The Human Resources Representative may be a member of the Selection Committee. the Human Resources Representative is a resource to the Selection Committee to ensure compliance with guidelines. who is the Deputy Head or delegate.126 . Preferred Education and Experience.NWTTA Selection Committees 126 . Definitions 1. Depending on the level of the position. 4. Selection Committee members who find themselves in a potential conflict of interest situation due to a . Deputy Head is the Senior Public Service employee of a Government Department. If not. otherwise the Deputy Head or designate is the Chairperson of the Selection Committee. Each competition requires a Selection Committee that will apply the relevant policies and guidelines to determine the most suitable candidate. They must include Required Education and may also include Required Experience and. should be a member of the Selection Committee for NWTTA positions in their community. Board or Agency.NWTTA Selection Committees Introduction 1. When appropriate. For Education Boards. Members of the Selection Committee are expected to participate in all screening and interviews of the competition in order to maintain consistency. they act as Chairperson. or their designate. 2. 3. If a Human Resources Officer is part of the interview process. 7. Guidelines 1. and any other member(s) participating in the selection of a candidate for a vacancy. the recommended size of the Selection Committee is three people. 5. the Selection Committee may also include a member with subject expertise or community representative either as a full participant or in an advisory capacity with no vote in the final hiring decision. Screening Criteria are established to determine which candidates qualify for further consideration. 6. 4. The Selection Committee for NWTTA positions shall include the Deputy Head or designate. Human Resources Representative is a person designated by the Department of Human Resources to co-ordinate the recruitment process. normally the Principal. Selection Committee members should excuse themselves from participating as part of the Selection Committee if they are not able to participate for the duration of the hiring process. 2.137 - . procedures and timelines. Whenever possible. or the Assistant Principal for Teacher positions. a substitute may be used for interviews as long as he/she reviews and concurs with the competition file prior to participating and signs off on all components of the file.

Last Updated: July 2006 Online Edition URI: http://www. 2. Procedures 1.gov. and • Recommend.hr. If the Human Resources Representative is not the Chairperson they will provide the Chairperson with an overview of the competition process. emphasizing the importance of maintaining confidentiality. • Review all applications to determine whether they meet the Screening Criteria. The Deputy Head will: • Assess information obtained in the references and criminal record checks 11. rate and rank the candidates. and • Approve interview questions. withdraw from the committee. 3.138 - . All Selection Committee members should become familiar with the GNWT hiring process. The Chairperson of the Selection Committee will: • Develop the Screening Criteria in consultation with the Deputy Head. 8. The Chairperson provides Selection Committee members with information on GNWT Staffing Practices and Procedures. 4. which will include Required and Preferred Education and Experience.htm . The Chairperson provides Selection Committee members with an expected timeline for the competition process so that competition activities can be coordinated. • Conduct Pre-Interview Checks. The Selection Committee will: • Apply the screening criteria. 10. • Interview. • Assess information obtained in the references. • Conduct Reference Checks. assignments and anticipated responses.nt.ca/policy/hrm/0100 . guidelines and procedures. The Chairperson assembles the Selection Committee.Human Resources Manual relationship with the candidate are required to discuss this with the other Selection Committee members and. to whom the employment offer(s) should be made.Hiring Process/126/default. 9. • Apply Priority Rankings for Teacher positions. • Review the advertisement. if necessary. to the Deputy Head.

Employee Records .0200 .

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2. Board.Employee Identification Cards 202 .Employee Identification Cards Introduction 1.141 - . During documentation for new employees. The expiry date is to be 5 years after issue date or the employee‘s end date if known (i. Identification Cards contain the employee's name. Client Services will issue a new identification card. their original identification card must be returned to Client Services.e. When an employees changes departments. picture.ca/policy/hrm/0200 . except those employed by the NWT Power Corporation. Client Services is the Client Services Division of the Department of Human Resources. Definitions 1. Guidelines 1. One picture is used for the identification card. They are not normally issued to casual employees unless they must access government buildings after hours. The other picture is placed in the employee's personnel file. Last Updated: July 2006 Online Edition URI: http://www. 3. If the employee requires an identification card.htm . Cards are issued to employees for identification purposes. 2. Identification cards must be returned to the GNWT when employment ceases.hr.Employee Records/202/default. identification number and the employing Department. Identification cards are the property of the Government of the Northwest Territories (GNWT). 3.nt. Procedures 1.: casual or term employees). Identification cards are issued only when necessary. or Agency. 2. Lost cards should be reported to the local Client Services Centre of the Department of Human Resources. the Benefits Administrator or their designate advises the employee of the process involved in getting a picture taken and an identification card issued. These guidelines and procedures apply to all employees. or upon request. Two pictures are taken of the employee. Application 1. 4.gov.202 .

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any document or written statement related to disciplinary action and placed on the personnel file of the employee shall be destroyed at the discretion of the Deputy Head of the employing Department. Guidelines 1. These guidelines and procedures apply to all employees. An employee may not place any document or information directly on his or her personnel file. Definitions 1. any document or written statement related to disciplinary action and placed on the personnel file of the employee shall be destroyed after 18 months has elapsed if no further disciplinary action has been recorded. Client Services is the Client Services Division of the Department of Human Resources. An employee must be made aware of any disciplinary documents placed on the personnel file. reports or correspondence if the employee has been continuously employed for four years from the date of the last adverse comment. An employee is not entitled to view the references contained in sealed envelopes on the personnel file. report or correspondence. For a member of the NWT Teachers' Association. an employee's personnel file shall be cleared of all adverse comments. Information of a disciplinary or complimentary nature must be placed on file by the employee's supervisor or with the supervisor's consent. Application 1. 7.143 - . The supervisor providing the employee with a copy of the document at the time of filing can do this. 2. 5. An employee may view his or her own personnel file by making an appointment with Client Services. Documents will be clearly marked "C to Personnel File" or include a statement in the body of the letter indicating that a copy of the letter will be placed on the employee's personnel file. Personal information obtained by the Government and held in an employee's personnel record is held in confidence. 4. 6. A supervisor is not entitled to view confidential information such as references or insurance beneficiaries.Personnel Records Introduction 1. For an employee in the Excluded or Senior Management Group.Personnel Records 203 . Board or Agency. . Personnel File is the official record containing personal information on each employee. Personnel records are maintained for all Government employees. For an employee in the Union of Northern Workers bargaining unit. This must be done through the employee's supervisor so that the supervisor is aware of the information on the personnel file.203 . 2. 3. A supervisor may view disciplinary or performance-related documents on the personnel file of any employee who reports to the supervisor. An employee is allowed to place responses to appraisals or disciplinary action on the personnel file. which is held by the Department of Human Resources.

nt. the request should come through the employee's legal counsel. Authorities and References Main Collective Agreement with the UNW Article 35. requires disclosure). Where a Department. 9.htm .Employee Records/203/default. 2. which relate directly to the employee without the employee's knowledge and/or consent. the responsible Client Services staff will take the following action: • Check the identity of the third party. An employee may have an agent view documents on his or her personnel file and make copies of such documents.144 - . The government's legal counsel will respond and provide appropriate information. Board or Agency receives a request in any form from a third party for information about an employee. or • The information will not otherwise be used to make administrative decisions.Human Resources Manual 8. Authorizations are valid for 60 days. (This is not needed if law.ca/policy/hrm/0200 . and • Require the third party to produce evidence of the employee's consent. Procedures 1. Performance Review and Employee Files Excluded Employees' Handbook Performance Evaluation Last Updated: September 2006 Online Edition URI: http://www.hr.gov. If a former employee is involved in legal action against the government. e. a search warrant. A former employee may access his or her personnel file upon request. Client Services staff must ensure: • The information will be used for the purpose for which it was provided. Client Services' staff ensures that personal information about an employee is not supplied to other employees in the organization. The agent shall be required to produce written authorization from the employee in each specific case. Information may only be provided if it is required in the performance of the official duties assigned to other employees.g. Employee Performance Reviews and Employee Files Collective Agreement with the NWTTA Article 22.

2. Application 1. (e.Release of Information 204 . on each employee. The government does not give out forwarding addresses. When receiving a request of this nature. Personnel File is the official record containing personal information. Client Services does not give out any exact salary information without the employee's written authorization and does not disclose the amount of rent deductions or the employee's address without the employee's written authorization. Client Services is the Client Services Division of the Department of Human Resources. date of hire and date of termination (if applicable). and • Confirm whether or not the salary estimate provided by the bank or credit bureau is close to the real salary. These guidelines apply to all employees. If an inquiry is received requesting the address of a terminated employee. Personnel records are maintained for all government employees. 5. Definitions 1. held by the Department of Human Resources. 2.g. Client Services will check the identity of the third party and require them to produce evidence of the employee's consent to release of the information. a search warrant).204 . Guidelines 1. When inquiries are received pursuant to court proceedings. 3. Client Services' staff may: • State an employee's position title. Any personal employee information retained by the government is held in confidence. information is not to be released without the employee's authorization. 6. Client Servicces has a legal requirement to release the information to the RCMP. Most requests for employee information come from banks and credit bureaus. Client Services will: . 4.Release of Information Introduction 1. • Confirm whether the employee resides in government staff housing. Without this supporting documentation. the individual should be referred to the post office. 3. Labour Relations is the Labour Relations Unit of the Department of Human Resources. The requests may be by phone. facsimile or mail. The RCMP may request information regarding an employee. This information is held in the form of personnel files and on the Human Resource Information System (PeopleSoft). When the request is supported by a search warrant or subpoena. All third party requests for employee information should be forwarded to Client Services.145 - . The employee's consent is not needed if law requires disclosure of information.

e. • Allow the employee's supervisor and Deputy Head to have copies of an employee's last performance appraisal.146 - . and . • Allow Labour Relations staff to have copies of any documents pertaining to matters relevant to grievance or arbitration proceedings. and • Release information about performance or attendance when requested on the standard employment insurance form. This review is limited to information pertaining to employment matters only (i. the supervisor. upon the production of a release executed by the employee for that purpose. Client Services must make the copies. When such an inquiry is received. supervisor. A Client Services staff member must be present during the examination.Human Resources Manual • Provide information if the GNWT is compelled to do so by court order. • Allow the employee or the Deputy Head to have copies of any documents or correspondence on the file. allow Management and Recruitment staff to review the file of an employee being considered for a new position. Client Services staff do not: a. A Department of Human Resources representative must make the copies. Client Services may: • Allow the employee. the request for information should come through the employee's legal counsel and be forwarded to the government's legal counsel for response.. The government does not release information to any other lawyer or investigator. to view or remove files. except those specified. • Allow an employee. If a former employee is involved in legal action against the government. Inquiries for the release of information may also originate from within the GNWT. Inquiries made by Revenue Canada and Human Resources Development Canada (HRDC) must be in the form of a written request (facsimiles are acceptable). and • Release salary information to a lawyer representing this employee but only if the request is in writing and contains the written authorization of the employee to do so. b. • Allow an employee's union representative to view the file only if the employee is present or has provided written authorization. In reply to a written request. those the supervisor reports to and the Deputy Head to look at the employee's personnel file. Client Services may: • Release salary information to Revenue Canada and HRDC. • Provide salary information to the Legal Services Board with respect to the employee. or Deputy Head to put on the file material relevant to his/her employment. • With the consent of the employee. allow any document/correspondence to be removed from a personnel file without the Director of Corporate Human Resource Services’ approval of an employee's written request. Requests are not handled over the phone. no personal information that would not be available from an applicant from outside of the government). The file must be signed out and in. 7. 8. allow any other employees. All such documents should show evidence that the supervisor and employee have seen them. and • Both active and terminated employees may view their files and put material on their file.

147 - .Release of Information c. allow employees to open the envelopes containing reference forms. Employee Performance Reviews and Employee Files Collective Agreement with the NWTTA Article 21. advice should be sought from the Labour Relations unit within the Department of Human Resources. Authorities and References Main Collective Agreement with the UNW Article 35.nt. Employee Performance Review and Employee Files Excluded Employees' Handbook Performance Evaluation Last Updated: September 2006 Online Edition URI: http://www.ca/policy/hrm/0200 .Employee Records/204/default.hr.gov.204 .htm . When uncertain as to whether information should be released.

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0300 .Union Management Relations .

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gov.hr.hr.hr. About this section Effective Date: April 22.302 .pdf . http://www. Guidelines 1.Union Management Relations/302/default.htm http://www.nt.ca/policy/hrm/0300 .justice. 2013 History: January 2007.Collective Bargaining 302 . 302 – Collective Bargaining Responsible Unit: Labour Relations Last Updated: April 2013 Online Edition URI: http://www. 3.nt.htm http://www.ca/Agreements/UNW/Article14/default.htm 1.ca/PDF/ACTS/Public%20Service.hr. except those employed by the NWT Power Corporation. 2. This notice is usually given several months in advance of the expiry of the collective agreement.gov.nt.nt. 4. The Department of Human Resources is charged with the responsibility for negotiating collective agreements.Collective Bargaining Reference UNW Collective Agreement Article 14 – Information 1 Article 59 – Duration and Renewal 2 NWT Teachers’ Association Collective Agreement Article 28 – Procedure for Commencement of Negotiations 3 Public Service Act – Section 41 & 424 Application These guidelines apply to all employees.gov.151 - . the Union of Northern Workers or the NWT Teachers' Association will notify the other party in writing to commence bargaining collectively.ca/Agreements/UNW/Article59/default.htm http://www.nt.ca/Agreements/NWTTA/article28/default.gov.gov. The Employer.

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304 .hr.153 - .nt.Contracting Out Reference Conditions on contracting related to employees in the UNW bargaining unit are contained in: UNW Collective Agreement. Article 38 – Contracting Out1 Last Updated: April 2013 Online Edition URI: http://www.htm .ca/policy/hrm/0300 .Union Management Relations/304/default.nt.gov.Contracting Out 304 .hr.gov.ca/Agreements/UNW/Article38/default.htm 1. http://www.

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or b. meetings with employees. but not be limited to. Meetings shall be conducted when the facility is open and shall include. This includes Government equipment and services such as photocopiers. 2. exchanging information with individual bargaining group members (i. distributing information to the general membership of the bargaining group. other than premises. Upon reasonable notification. Government equipment and facilities are not to be used by employees for personal purposes. Facilities and Services 305 . the Employer shall make available to the union and the members of the bargaining unit a suitable meeting room for each local or branch to be used from time to time for the conducting of business relating to the bargaining unit. Facilities are all items owned. the Employer will permit union representatives access to work premises. including electronic mail. Application 1. Premises. and from union officers to the NWTTA or UNW head offices. or . The GNWT mail system is not to be used by the NWTTA or UNW head offices or union officers for: a.Union Use of Employer Premises. electronic mail systems and telephones. 4. Definitions 1. b. computers. except those employed by the NWT Power Corporation.e. 2. distributing information to employees. except where other use is allowed under the collective agreements (in unusual circumstances the Government may allow the NWT Teachers' Association (NWTTA) or the Union of Northern Workers (UNW) to use Government facilities and services). These guidelines and procedures apply to all employees. The GNWT internal mail system. Upon the request of a union representative. c. Guidelines 1. can be used for the delivery of mail from the NWTTA or UNW head offices to union officers. grievance documentation). Facilities and Services Introduction 1. 3. orientation of new employees.155 - . the following: a. and where the Employer has a suitable meeting room available. Premises means structures and land owned. leased or used by the Government.305 . facilities and services owned by the Government of the Northwest Territories (GNWT) are to be used for Government business only.Union Use of Employer Premises. where suitable accommodation is not otherwise available. leased or otherwise occupied by the Government..

gov. Authorities and References Main Collective Agreement with UNW Article 15. The Government may provide places on its premises for bulk quantities of UNW and Public Service Alliance of Canada (PSAC) literature. A shop steward may contact the director of a division or the Deputy Head of a Department. the staff room is considered an unrestricted area. disciplinary action may be taken at the discretion of the employee's supervisor or Deputy Head. Permission is not unreasonably denied.nt.Union Management Relations/305/default. health and safety activities. When an employee who is a union representative or union member is found to be using Government equipment or facilities for personal use or inappropriate union use. Provision of Bulletin Board Space and Other Facilities Article 10. 8. appointments. the Government will allow UNW and NWTTA representatives’ access to unrestricted areas. 2.Human Resources Manual d. Accredited representatives of the UNW and NWTTA must obtain permission before entering restricted areas.htm .ca/policy/hrm/0300 . Procedures 1. Information Last Updated: February 2007 Online Edition URI: http://www. Given reasonable notice. Board or Agency for permission.hr.Other Leave with Pay. 5. news items and social or recreational activities. 7. meeting dates. 6.156 - . Union Access to Employer Premises Collective Agreement with NWTTA Article 7. Guidelines and procedures for time off for union business are addressed in Section 812. For the NWTTA this bulletin board space will be located in the school staff room. For the NWTTA. The Government shall provide bulletin board space in each work location for the posting of notices regarding UNW or NWTTA elections.

Corporate Human Resource Services is the Corporate Human Resource Services Division of the Department of Human Resources.306 . employed as a Deputy Head. Bargaining Unit means the Union of Northern Workers as the unit of employees established by the Public Service Act for the purpose of collective bargaining. c. Application 1. When determining if a position should be excluded from the bargaining unit. a director. employed as a superintendent of schools. Having access to confidential information does not justify exclusion from the bargaining unit. Definitions 1. This section outlines the criteria and process to be followed in determining employees to be excluded from the UNW bargaining unit. a regional director.157 - . a regional superintendent or an auditor. The NWT Teachers' Association is the bargaining agent for teachers. employed in a position referred to in 49.1(2) of the Legislative Assembly and Executive Council Act. an assistant superintendent of schools or a supervisor of schools within the meaning of the Education Act. 3. procedures and guidelines respecting human resource management. Guidelines 1. employed in a position in a division or section of the Department of Human Resources or Financial Management Board Secretariat (FMBS) with duties and responsibilities that include developing and administering policies. An employee is not eligible for membership in the UNW bargaining unit if they are: a.Exclusions Introduction 1. These guidelines and procedures apply to all employees except teachers and those employed by the NWT Power Corporation. . 2. b. this includes all employees of the Legislative Assembly. d. 2. The Union of Northern Workers is the bargaining unit for all employees except teachers. The Public Service Act excludes certain employees from being members of the Union of Northern Workers (UNW) bargaining unit. Teacher means a teacher as defined in the Education Act who is an employee and includes teachers of grades kindergarten to 12. program evaluation. an assistant deputy minister. 3. an assistant director. it must be determined if carrying out the normal day to day functions of the position would place an employee in a conflict if he/she were included in the bargaining unit. financial planning and resource allocation.Exclusions 306 . an area director. This criteria includes all Deputy Heads and addresses positions that direct a departmental work unit and would normally be the first or second level response in the grievance process.

.. e. staffing. It also includes those positions that provide translation services for the legal division. i. assessing the performance of. a committee of the Executive Council or a member of the Executive Council. a member or a committee of the Council (Ministers) as a major part of the duties and responsibilities. responding to grievances. to iv. This criteria addresses positions that have substantial supervisory responsibilities (usually over 15 direct reporting employees) within a large division or regional office or positions with supervisory responsibilities where there are other compelling reasons for exclusion such as geographical remoteness from the supervisor. Such positions would include lawyers who litigate on behalf of the GNWT and their legal translators. h. which report to the dentist or medical practitioner. iii. This criteria addresses positions that represent or advise the GNWT on legal matters. This criteria addresses positions (i. FMB analyst or program advisor) that develop and administer policies that would result in a conflict if the employee were to be a member of the bargaining unit. executive assistants or support staff) that report or provide advice directly to the Executive Council (Cabinet). Employed in a position with duties and responsibilities that include carrying out the following on a regular basis: i. including court. This criteria addresses positions (i. This criteria addresses human resources positions (i.e. A medical practitioner . employed in a position with management responsibility that includes directly assigning work to. resolving workplace disputes. arbitration and tribunals. This does not include employees who are lawyers who do not litigate.e. ii.Human Resources Manual This criteria addresses positions in Human Resources (i.e. or v. including collective bargaining. client service managers or human resources officers) that provide employment and collective agreement advice and assistance.158 - . iv. labour relations advisors. and it does not include positions. interpreting employment contracts.e.. employed as a legal officer or in a position that provides translation services to a legal officer on a regular basis. This criteria addresses positions that are dentists or medical practitioners.e.. providing advice in respect of the matters referred to in subparagraphs i. employed in a position that provides support or advice directly to the Executive Council. f. investigator or policy officer) and FMBS (i. j. or interpreters or translators who do not interpret legislation or legal instructions.. and imposing discipline on other employees. employed in a position with duties and responsibilities that include providing advice and assistance on a regular basis respecting the terms and conditions of employment. g.. employed as a dentist or a medical practitioner. human resource officers or positions that provide support or back-up) where the duties in subparagraphs (i) to (iv) comprise a high percentage of the position.

If necessary. a person referred to in paragraphs (a). k. (f) or (g) in respect of the duties and responsibilities referred to in those paragraphs.159 - . as a result of the review. 3. The Union is also provided relevant information in accordance with the collective agreement. Board or Agency requesting the exclusion forwards a copy of the job description and organizational chart along with the rationale for the exclusion request to the Director of Corporate Human Resource Services.306 .Exclusions is an individual licensed to practice medicine in the Northwest Territories. or ii. Evaluating a Position . When a position is created or the duties of a position change and a new job description is written or revised. Authorities and References Public Service Act Legislative Assembly and Executive Council Act Main Collective Agreement with the UNW Article 14. generally a physician. The duties of the position are reviewed against the criteria in the Public Service Act and against similar positions. This criteria addresses positions that provide administrative and secretarial support directly to any position that is excluded (with the exception of dentists and physicians) as per the preceding criteria. The Director of Corporate Human Resource Services provides the Union and the Deputy Minister of the Department of Human Resources with a monthly list of excluded positions. the supervisor notifies the employee of his/her change in status and the corresponding changes to his/her terms and conditions of employment. position title. one of the considerations is the number of individuals that could reasonably be excluded under these criteria in one work unit and it was determined that one person per division would be sufficient. The Department of Human Resources ensures the employee information in the Human Resource Information System (PeopleSoft) correctly reflects the exclusion. Information Human Resource Manual Section 902. the Department. (e). Procedures 1. similar positions are also identified for exclusion from the bargaining unit. The letter should include a reference to the appropriate section of the Public Service Act to which the exclusion applies (see Section 900 for more information on the preparation of these documents). including employee name. settlement code. If. 4. 5. employed in a position that provides administrative or secretarial support directly to: i. 7. The Director of Corporate Human Resource Services advises the Deputy Head in writing of the results of the analysis. Board or Agency is provided an opportunity to provide updated job information to assess whether exclusion is required. position number. a person referred to in paragraphs (b). job description and applicable exclusion criteria. 6. (c) or (d). 2. the Deputy Head of the Department. When determining if a position should be excluded under this clause.

nt.160 - .gov.htm .ca/policy/hrm/0300 .Human Resources Manual Last Updated: January 2007 Online Edition URI: http://www.hr.Union Management Relations/306/default.

0400 .Dispute Resolution .

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ca/policy/hrm/0400 .ca/Agreements/UNW/Article37/default.nt.Grievances and Complaints Reference Public Service Act – Sections 41 . http://www.401 .gov.Grievances and Complaints 401 . 2.nt.hr.gov.ca/Agreements/NWTTA/article20/default.pdf http://www.htm 1.nt.justice.htm .gov.hr.htm http://www.hr.hr.gov.471 Grievance and complaints procedures are contained the Collective Agreements and Handbooks: UNW Collective Agreement Article 37 – Adjustment of Disputes2 NWTTA Collective Agreement Article 20 – Grievance and Arbitration Procedures3 Excluded Employees’ Handbook – Grievance Process4 Last Updated: April 2013 Online Edition URI: http://www.nt. 3. 4.163 - .ca/PDF/ACTS/Public%20Service.htm http://www.gov.nt.Dispute Resolution/401/default.ca/Agreements/EXCLUDED/GRIEVANCE%20PROCESS/default.

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0500 .Employment Categories .

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3. Guidelines 1.Probationary Periods 501 .167 - . Extension of a probationary period for teachers and excluded employees may be approved at the Superintendent/Director level. For teachers: on appointment to a teaching position. 12 months. .501 . The Government is committed to ensuring that new employees have an opportunity to learn their job and to succeed. The employee must submit the authorization with their resume prior to the closing date of the competition. Each employee is advised of the length of the probationary period in the letter of offer. The period of extension should not be longer than the original probationary period. 2. An employee who is appointed to a position which has the same duties. The probationary period cannot be extended for an employee in the Union of Northern Workers (UNW) bargaining unit. 2. For all employees except teachers: on initial appointment to a position at pay level 12 or lower. The supervisor advises probationary employees of the standard of conduct that is expected. or until the employee has two years teaching experience in the Northwest Territories. Application 1. This is approved only in exceptional circumstances. An employee who is still on probation must obtain written authorization from the Deputy Head of the employing department to apply on a Government competition. two years. Definitions 1. or on transfer or promotion. except those employed by the NWT Power Corporation. or on initial appointment to a position at pay level 13 or higher. six months. as his/her previous position shall not serve an additional probationary period. The supervisor explains the rules of the work place to the employee. 2. for an employee is indicated below: a. six months (the Deputy Head may further reduce or waive the probationary period). the employee's goals and objectives should be established by the supervisor. These guidelines and procedures apply to all employees.Probationary Periods Introduction 1. The Probationary Period. or on promotion. up to one year. Probationary periods are an opportunity for the employing Department to determine if the employee is suitable for the position. During the first month of probationary employment. b. unless specified otherwise. Procedures 1.

Before an employee who was promoted or transferred is rejected on probation. The performance of probationary employees is carefully monitored by supervisors. An employee on probation and interested in applying on a competition must request the approval of the Deputy Head of the employee's department. 6.htm . Rejections on probation are explained in Section 1601. This means termination from the Government. 5. 7. every effort is made to return the employee to the former position or an equivalent position. A probationary employee who is not suitable for the position is rejected before the end of the probationary period.02 .Human Resources Manual 4. Probation Collective Agreement with NWTTA Article 19. Authorities and References Public Service Act Section 20. Probation Education Act Section 53 .hr.gov.ca/policy/hrm/0500 . If approval is granted it is attached to the employees application. Probation Section 21. corrective action is taken. Rejection Public Service Regulations Section 4.06. Dismissal Main Collective Agreement with UNW Article 2.Employment Categories/501/default. Notice of Termination.168 - .01 (aa). If problems are identified.19. Probation Senior Managers' Handbook Probation Excluded Employees' Handbook Probation Last Updated: May 2001 Online Edition URI: http://www.nt.54.

Relief Employment/Relief Worker is appointment to an indeterminate position in operations where services operate on a daily basis throughout the year for which there are no established hours on a daily. Definitions 1. with no end date specified. Indeterminate Employment is employment on a continuing basis.. Term employment is obtained either by: a.e. part-time or as and when required. employment of a casual nature where the employee is not appointed to a Territorial public service position but whose continuous service exceeds four months and is less than 12 months and who. Human resources are the critical element in the ability of the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services. 3. tasks and hours of work of one full time position. appointment to a Territorial public service position for a specified period (i. 4. Casual employees may be included in the Union of Northern Workers (UNW) bargaining unit.169 - . . seasonal. Casual employees hired for periods of four months or more are entitled to provisions of the UNW collective agreement as outlined in Appendix A5 of the collective agreement. Term Employment is employment for a fixed period and which at the end of the fixed period. 2. Job Share Employment is where two employees share the responsibilities. or b. 1. In addition to hiring an employee for an indeterminate period. part-time or job-share basis to meet program and service needs. except those employed by the (Northwest Territories) NWT Power Corporation. The incumbent may be required to report to work on an as-and-when required basis. 5. the employee ceases to be employed. casual. Casual employment can be full-time. Boards or Agencies may also hire an employee on a term. relief. Casual Employment is employment obtained through the casual hiring process for a fixed period less than 12 months to do work of a temporary nature where the employee is not appointed to a position in the Territorial public service. week or month.Types of Employment Introduction 1. It involves a rotational schedule of work where each employee works for separate periods. Application 1. Part-time Employment is employment on a continuing basis for hours less than the standard workday. These guidelines and procedures apply to all employees.Types of Employment 502 . by virtue of this. weekly or monthly basis. is entitled to all of the relevant provisions outlined in the collective agreements or handbooks (referred to as a casual term employee).502 . Departments. three years) through a formal staffing competition process (referred to as term employee).

hours of work.htm .170 - . benefit eligibility requirements. Leave entitlements. Board or Agency. etc.Human Resources Manual 6.hr. etc..Employment Categories/502/default. for the types of employment may differ from the requirements for a full-time indeterminate employee. which is not continuous throughout the year but recurs in successive years.gov. Authorities and References Main Collective Agreement with UNW Article 4. leave) of the Human Resource Manual. Additional information is outlined in the specific employment section or the appropriate sections (i. Deputy Heads are responsible for determining the types of employment and positions required for the operation of the Department. Guidelines 1. Application Last Updated: January 2008 Online Edition URI: http://www. The supervisor will notify the Department of Human Resources as to what type of employment is required when creating job descriptions. Seasonal Employment is employment of a seasonal nature.nt. hiring employees.e.01.ca/policy/hrm/0500 . 2. Procedures 1.

Boards or Agencies may also hire an employee on a term basis to meet program and service needs.171 - . but whose continuous service exceeds four months and is less than 12 months and who. or if they have been continuously employed in the Territorial public service for at least six months. Definitions 1.Term Employment 502a . three years) through a formal staffing competition process (referred to as term employee).Term Employment Introduction 1. is entitled to all of the relevant provisions outlined in the collective agreements or handbooks (referred to as a casual term employee). 2. Term employment is obtained either by: a. In addition to hiring an employee for an indeterminate period. Human resources are the critical element in the ability of the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services. appointment to a Territorial public service position for a specified period (i. 4. except those employed by the Northwest Territories (NWT) Power Corporation. by virtue of this. Term employees are eligible to contribute to the Public Service Health Care Plan (PSHCP) and to disability insurance if they are employed for a term of more than six months.e.502a .. the employee ceases to be employed. Authorities and References Main Collective Agreement with UNW Article 4. If a term employee originally hired by an open competition process is subsequently appointed to an indeterminate position. Term Employment is employment for a fixed period and which at the end of the fixed period. the employee's service is considered continuous from the date of initial employment. employees in term positions are entitled to the normal terms and conditions of Territorial public service employment. 3. or b.01. Application 1. Guidelines 1. Departments. Employees appointed to a term of six months or less are not eligible to contribute to the pension plan under the Public Service Superannuation Act. employment of a casual nature where the employee is not appointed to a Territorial public service position. Subject to limitations under the Union of Northern Workers and the Northwest Territories Teachers’ Association collective agreements. These guidelines and procedures apply to all employees. Application Public Service Superannuation Act .

hr.ca/policy/hrm/0500 .Employment Categories/502a/default.Human Resources Manual Last Updated: January 2008 Online Edition URI: http://www.gov.nt.htm .172 - .

nt.htm . This section is under review.hr.gov.Employment Categories/502b/default.ca/policy/hrm/0500 .502b .Seasonal Employment Introduction 1.Seasonal Employment 502b .173 - . Last Updated: January 2008 Online Edition URI: http://www.

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Compensation is paid for all overtime worked in excess of those hours. These guidelines and procedures apply to all employees.5 hours per week. and are appointed for an indeterminate period or for a term of more than six months or have completed six months of continuous employment. whether or not those hours exceed the full-time daily or weekly hours. If an employee works in excess of his/her standard hours of work. week or month. except those employed by the Northwest Territories (NWT) Power Corporation.Part-Time Employment 502c . the Superannuation/Disability Insurance Plan and the Dental Plan in the same proportion as their yearly hours of work compared to the standard yearly hours of work for their position. Human resources are the critical element in the ability of the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services. 2. In addition to hiring an employee for an indeterminate period. he/she will be paid at the applicable overtime rates. Part-time employees are eligible to contribute to disability insurance providing they are working more than one-third of the normally scheduled full-time hours for their occupational group. for a term of more than six months or have completed six months of continuous employment. for a season. 4.502c .175 - . 3. eight (8) consecutive hours per day / 40 hours per week. seven and one-half (7. 5. Standard hours of work for all employees unless otherwise agreed to by the Union and the Employer are Monday to Friday: a. Part-time employees are eligible to join the Public Service Health Care Plan (PSHCP) providing they are employed for an indeterminate period.5) consecutive hours per day / 37.Part-Time Employment Introduction 1. Application 1. or b. This includes Northern Allowance. Part-time employees are required to contribute to Superannuation providing they are scheduled to work at least 12 hours per week. . Part-time employment is employment on a continuing basis for hours less than the standard workday. Guidelines 1. Departments. 2. Part-time employees have their regularly scheduled hours set in advance. Boards or Agencies may also hire an employee on a part-time basis to meet program and service needs. Part-time employees are entitled to all eligible benefits provided under the Union of Northern Workers (UNW) and Northwest Territories Teachers Association (NWTTA) agreements and employee handbooks except as limited by the eligibility provisions of the Public Service Health Care Plan (PSHCP). Definitions 1.

375 days x 4 hours = 5. an employee must work 10 days in that month. A part-time employee may work in multiple positions with the GNWT at the same time provided the Deputy Heads of the employing Departments.176 - . Monday to Friday. The employee’s next working day is Tuesday. A part-time employee accrues leave credits pro-rated to his/her standard hours of work. When the employee takes his/her statutory holiday on Tuesday. to accrue leave in any given month the employee must receive pay for ten 4-hour days. 9. at the completion of the transfer assignment. Alternatively.hr. If the employee works a minimum of ten 4-hour days in a month and earns annual leave at a rate of 1.5 hours.01. the part-time employee’s hours are changed to full-time for the duration of the acting period.5 hours) for that month. The employee works 1560 yearly hours (80%) versus the standard 1950 yearly hours. If successful in obtaining the transfer assignment.5 hours.ca/policy/hrm/0500 . Vacation Leave Code of Conduct Last Updated: January 2008 Online Edition URI: http://www. unless otherwise specified in the transfer assignment agreement. if an employee’s regularly scheduled hours of work are 4 hours per day. he/she would receive 5. The Labour Day holiday is on Monday.Employment Categories/502c/default. If a part-time employee is required to act in a full-time position. the employee is paid the 6 hours pay they would have received had they not been required to work plus double time for all hours worked. a day of rest for the part-time employee.nt. To accrue leave in any given month.gov. 10. the employee could take another form of leave for the remaining 1.5 hours per day. A part-time employee who meets the eligibly criteria for a transfer assignment can apply on full-time transfer assignment opportunities.375 days per month. Boards or Agencies agree (see Code of Conduct).5 hours such as annual or lieu. 7.Human Resources Manual 6. Part-time employees are entitled to statutory holidays on a pro-rated basis based on the standard yearly hours worked. • The statutory holiday is moved to the employee’s first working day following the holiday. the employee would return to his/her part-time position. Designated Paid Holidays Article 18. 8. • The employee is entitled to 80% or six hours paid leave on the statutory holiday not the entire 7. Authorities and References Main Collective Agreement with UNW Article 4.htm . • If the supervisor requires the employee to work on Tuesday. he/she is only entitled to six hours paid leave for the statutory holiday and would be required to work the remaining 1. Example: An employee works Tuesday to Friday for 7.5 hours of pro-rated leave credits (1. Application Article 16. For example.

Indigenous Non-Aboriginal Person is a non-aboriginal person born in the NWT or who has lived more than half of their life in the Northwest Territories. The Government employs individuals on a casual basis to complete work of a temporary nature. boards and agencies. 3. Uninterrupted employment with the Government of the Northwest Territories. sick . Definitions 1. is entitled to all of the relevant provisions of the collective agreement. not broken by more than thirty working days. 5. On-site casuals are casual employees hired outside the three headquarters offices of Yellowknife. A Casual is an employee hired for a period of four months of less to do work of a temporary nature. Indigenous Aboriginal Person means those persons who are descendants of the Dene. Where an employee other than a casual ceases to be employed for a reason other than dismissal. Inuit or Metis people. and is re-employed within a period of three months. they do not have a break in service.177 - . including employment periods with different departments. On-call casuals are employees asked to work on an as and when required basis. abandonment of position or rejection on probation. 8. This means that if an employee has a break of exactly thirty working days. except where a function of the Federal Government is transferred to the Northwest Territories Government. indigenous to the present boundaries of the Northwest Territories and includes any aboriginal persons resident at birth pursuant to Section 7. 7. 4.1 of the Vital Statistics Act and any Canadian aboriginal persons who have lived more than half of their lives in the Northwest Territories.Casual Employment 502d . or providing he/she was recruited or transferred within three (3) months of terminating his/her previous employment with such government. These guidelines and procedures apply to all departments. 1972. Continuous Service for a casual/term means: a. Prior service in the Public Service of the Government of Canada providing an employee was recruited or transferred from the Public Service prior to June 20. Continuous service for a casual employee means service with the Government. his/her periods of employment for purposes of Superannuation. Prior service with the municipalities and hamlets of the Northwest Territories providing he/she was recruited or transferred within three (3) months of terminating his/her previous employment. Application 1. Casual/term employees are casuals whose continuous service exceeds four months and who. 2. c. 6.Casual Employment Introduction 1. and d.502d . Inuvik and Fort Smith. by virtue of this. b.

based on anticipated workload.e. students will be given higher priority than non-students registered in the same category (i. and the planning of special projects. Approved staffing documentation forms are required to change the point of hire.178 - . b. 2. Student means any person who ordinarily lives in the Northwest Territories and: a. A casual employee is not a seasonal. All Other Positions: Priority 1: Indigenous Aboriginal Persons Priority 2: Indigenous Non-Aboriginal Persons or Resident Disabled Persons Priority 3: All Other Applicants The Government is committed to assisting students in securing summer employment.Human Resources Manual leave. 5. Northern allowance benefits apply to the point of hire and do not change if work locations change. Guidelines 1. an indigenous aboriginal student would have higher priority than an indigenous aboriginal who is not a student. or d. severance pay. who is attending a post-secondary institution and will return in the fall. The hiring of a casual is planned in advance. Point of Hire is identified on the staffing documentation forms at the time of hiring for all on-site casuals. 4.. using the system set out in the Affirmative Action Policy.) . 10. Casual employees are generally hired for a specific period of employment to do work of a temporary nature. The Employer is required to consult with the UNW before a former casual employee is rehired in a particular division if that former casual employee had worked in that division as a casual employee performing the same duties at any time within the 30 working days immediately preceding the date of rehire. Hiring preference for the period of September 1 to April 30 is: a. c. casuals work on special projects or act as emergency replacements for employees on leave. staff absences and/or resignations. who is enrolled in or graduating from high school. Resident means a person who has lived in the Northwest Territories for at least one year immediately prior to applying and who now resides in the Northwest Territories. From May 1 to August 31. 6. 11. who decides to return to school and provides proof of registration in a post-secondary institution. 3. For example. An on-site casual required to work at locations other than the point of hire is entitled to duty travel benefits. vacation leave and vacation travel benefits shall be considered as continuous employment in the Public Service. The Government is committed to hiring candidates for casual and casual/term employment opportunities. who is graduating from a post-secondary institution. Management or Non-Traditional Occupations: Priority 1: Indigenous Aboriginal Persons Priority 2: Resident Women Priority 3: Indigenous Non-Aboriginal Persons or Resident Disabled Persons Priority 4: All Other Applicants b. term or indeterminate employee. Casual employment may be used to provide temporary opportunities for individuals living in the Northwest Territories requiring work experience prior to obtaining indeterminate employment. 9.

c. 4. This will not constitute a break in service. 3. A casual is paid at the casual pay range unless their continuous service results in their being considered a casual/term employee. special leave. directly to the possible places of employment. or the available target group members are not suitable for the job opening. Specific rules for each benefit are found in the Allowance and Benefits section in this Manual. A casual/term employee is eligible for Medical Travel Assistance from the date the casual is approved for more than four months of continuous employment. 3. 2. d. or if in a community other than Yellowknife. A supervisor may request a specific individual by attaching a note to the staffing documentation forms. sick leave. Only when affirmative action referrals have been exhausted. A one-day break must be given. However. b. the start date. A casual employee who becomes a casual/term by virtue of the fact that their continuous service exceeds four months is entitled to all provisions of the Collective Agreement.Casual Employment 1. A casual employee is entitled to the following benefits from the beginning of their employment: a.502d . holiday pay at a rate of six percent of salary paid on each cheque. 2. Casual employment must not exceed a continuous period of one year. An extension beyond six (6) months with the same department requires the approval of the Deputy Head of the employing department. A casual employee who has continuous employment of 15 calendar days is eligible for designated paid holidays. The date used to determine this is the earlier of two dates on the staff requisition: a. or b. Consultation with the UNW is required before a former casual employee is rehired within 30 working days to perform the same duties in the same division. . Individuals wishing to be considered for Casual Employment register with each department for whom they would like to work by providing a resume to the department’s Human Resource Sections. the approval date of an extension. Benefits 1. 2. the department’s casual applicant inventory must be reviewed to confirm that affirmative action has been considered and that there are no other qualified applicants of higher priority registered for casual employment. may a non-affirmative action applicant be hired. 3. An extension of casual employment over four months results in the employee being hired as a casual/term employee. A casual employee who moves directly with no break in service of more than three months or less from a casual position to term or indeterminate position keeps their leave credits earned as a casual. 4. 5. Northern Allowance. if the casual worked both the work day before and the work day after the designated holiday.179 - . Approvals/Extensions 1.

180 - . 9. The department’s Human Resource Section reviews and assesses the duties to be performed along with the required qualifications and confirms the appropriate pay range in consultation with the employing division. where there is additional work to be done. check the Government Human Resource System for any previous employment record. 7. A request for termination of employment for reasons of misconduct or incompetence is sent to the Deputy Head of the hiring department. the department’s human resources practitioner must: a. Procedures 1. Applying affirmative action criteria. the period of employment and the qualifications required. If the employee is eligible for benefits. 8. The supervisor completes the appropriate staffing request and authorization forms providing a statement of duties. 8. request that the employee's leave file be forwarded from the last employing department. 2. The supervisor interviews the candidates. A casual employee who moves from one casual position to another within the Government carries all annual. for approval. solely to avoid paying that individual benefits to which he or she might otherwise become entitled to. The candidate retains a copy and one is returned to the Human Resource Section or regional FMBS office as may be appropriate. via the Human Resources Section. which extends continuous service beyond six months. The department’s Human Resource Section completes the staffing documentation forms and either enters the casual staffing information into PeopleSoft or forward the documentation to Regional FMBS for entry. 4. 3. The appropriate delegated authority signs the form and forwards it to the department’s Human Resource Section. reviews the employee’s file to determine eligibility for benefits. Upon approval of an employment extension. b. 5. A copy of the casual evaluation form should be provided to the casual prior to termination. making a final selection. the hiring division has the successful candidate sign the appropriate document accepting the job offer. 6. the department’s Human Resource Section or Regional FMBS as is appropriate. Before the staffing documentation forms are completed. Upon receipt of the completed staffing documentation forms. sick and special leave credits to the new position providing there is no break in service of more than thirty working days. 2. The supervisor also completes the pay range. if the candidate has worked for the Government before. Under no circumstances should a casual or casual/term employee be laid off or not extended. adjust the continuous service date by any breaks of more than thirty working days. the department’s Human Resource Section selects suitable candidates for casual employment and forwards the applications to the supervisor. Termination 1. 7. d. The department’s staffing practitioner retains the copy of the staffing documentation for the employee's casual file.Human Resources Manual 6. determine the employee's eligibility for benefits. Casual employees shall not be laid off except in accordance with the provision of the Collective Agreement. the Human Resource Section or regional FMBS as is appropriate. sets up a benefits file for the employee and . c. hourly wage or hourly settlement boxes.

Continuous service for an on call casual or casual/term.8. audits the leave file and enters the clearance information into HRIS. b.e.hr. 5. 12. PSMIP Chapter 4. 4. The department’s Human Resource Staff or regional FMBS as is appropriate. 11. Pension Superannuation Insurances Manual Chapter 2. includes the period of time from which they were first hired up to and including the final day of their employment regardless of the frequency or duration of work that occurs between those dates. If priority one candidates are not available. DI Chapter 4. completed clearance form. 10.gov. attendance. completed casual evaluation form. individuals on the casual list who qualify as priority one candidates under the affirmative action policy are contacted first.2. performance. On-Call Casuals 1. the following is kept by the department: a.Employment Categories/502d/default. their names shall be placed on a list available to the supervisors with responsibility for authorizing work for the employees in question. At the end of a casual employee's employment period. Where a number of on-call casuals or casual/terms are hired to carry out the same work. 2.2.htm . It is also the supervisor's responsibility to discuss these concerns with the employee. This list shall clearly indicate the affirmative action priority of the employees.4. attitude and/or ability) arise. PSHCP Chapter 3. When the need for a casual is identified.ca/policy/hrm/0500 . LTD Last Updated: January 2004 Online Edition URI: http://www.Casual Employment arranges a documentation session. More information on documentation can be found in Section 201 of this Manual. Authorities and References Main Collective Agreement with the UNW Appendix A5. priority two candidates will then be called and the procedure will be continued until an individual is found who is available to work.nt. the department’s Human Resource Section should be notified immediately to ensure the appropriate action is taken.502d . On call casuals or casual/terms may be hired to work when required but are generally not scheduled to work on other than a “call in” or emergency basis. 3. If at any time during the casual employee's period of employment concerns (i.the casual's leave and attendance file. Casual Employees Superannuation Administration Manual Chapter 2.4.181 - .

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Job Share Employee is an indeterminate Government employee who has entered into a voluntary agreement with the Government. Definitions 1. A job share employee who wishes to terminate the job share must resign and give at least one months’ notice of the resignation. dental and other medical insurance plans. The Employer does not unilaterally change the established rotation.502e . Job sharing is done on a rotational basis under which one employee covers the position at all times except when one or both employees are on approved leave. The Employer will pay the employees on a bi-weekly basis for the hours worked at the pay step appropriate to each employee’s circumstance for the pay grade of the position. 3. Departments. Application 1. 5. These guidelines and procedures apply to all employees except those in the Northwest Territories Teachers’ Association (NWTTA) bargaining unit or those employed by the Northwest Territories (NWT) Power Corporation. In addition to hiring an employee for an indeterminate period. Two employees share one full-time indeterminate job.Job Share 502e . 2. there will be a one-month period in which to find a replacement before the arrangement is . Guidelines 1. Job Share Employment is a voluntary arrangement where two employees share the responsibilities. The rotation may be changed by mutual consent in order to cover the absence of one of the employees.Job Share Introduction 1. 2. Human resources are the critical element in the ability of the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services. tasks and hours of work of one full-time position. 6. The provisions for part-time employees apply to each of the job share employees so that all benefits are pro-rated except medical travel assistance. Employees in the Union of Northern Workers bargaining unit who work in hospitals or health care facilities refer to Section 502f Job Share Employees-Health. These benefits are not prorated and the Employer will continue to pay the full employer’s share. If only one of the employees wishes to terminate the job share arrangement.183 - . Boards or Agencies may also agree to allow two employees to share the hours of a full time position to meet program and service needs. 7. 4. It involves a rotational schedule of work where each employee works for separate periods. Job sharing must involve no increase in cost to the Government and cannot result in a loss in productivity.

hr. 8. The supervisor informs the Department of Human Resources four weeks in advance of the commencement of the job share to avoid confusion or interruption when processing pay and leave benefits. recommends acceptance of the job share arrangement to the Deputy Head. The breaks between each period of job share service shall not interrupt the accumulation of continuous employment/continuous service with the Government of the Northwest Territories. 5. 4. Failing this. The supervisor reviews the proposed job share schedule and. The Employer will consider any suitable replacement employees suggested by the remaining employee.gov. The supervisor maintains records on the approved job share schedule. 6. Authorities and References Main Collective Agreement with UNW Article 22. Procedures 1.15. 7.hr. position number and title of each employee and the approved schedule of hours of work.Human Resources Manual terminated. The two employees requesting a job share provide a written request outlining the proposed hours of work and explaining how programs and services will be maintained at equivalent or improved levels. Hours of Work Excluded Employees' Handbook Job Share Employees Last Updated: January 2008 Online Edition URI: http://www.nt.ca/policy/hrm/0500 . The Department of Human Resources completes the job-share agreement1 for signature by the employees and Deputy Head.ca/policy/hrm/0500%20-%20Employment%20Categories/documents/502eJobShareAgreementJanuary2008 . if it is acceptable and complies with operational requirements.nt.htm 1. http://www.Employment Categories/502e/default.gov. 2. with the remaining employee having the option to assume that position full-time. but will not be included in the calculation of continuous employment/continuous service. During this period the Employer shall make reasonable efforts to fill the vacant rotation. The supervisor reviews these records annually to ensure that operational requirements are being met and to assess the effectiveness of the job share schedule. The Deputy Head approves or rejects the job share arrangement and notifies the employees. 3.184 - . These records show the name. the job share arrangement is deemed to be terminated and the shared position must revert to a full time indeterminate position.

enthusiasm and job satisfaction. productivity. Job Share Employee is an indeterminate Government employee who has entered into a voluntary agreement with the Government. Each works for separate periods. and opportunities for mutual support. Application 1.185 - . 2. Two employees share one full-time indeterminate job. The breaks between each period of job share service shall not interrupt the accumulation of "continuous employment" and "continuous service" with the GNWT. but will not be included in the calculation of “continuous employment” and “continuous service. Job Sharing is a voluntary arrangement between the Government and two employees of Government hospitals and health care facilities. This will result in higher job satisfaction. Two employees agree to share the responsibilities and tasks of a full-time job. Employees in the UNW bargaining unit not working in hospitals or health care facilities refer to Section 502e Job Share Employees. job share employee extended and job share employee part-time. 3. Job Share Employee Part-time is an indeterminate employee who has entered into a voluntary arrangement in which two employees share a full-time indeterminate job in such a manner that each attends in the position in any form of rotation of up to two weeks on and two weeks off. The Government of the Northwest Territories (GNWT) supports the development of innovative work arrangements that are beneficial to both the employee and the Government. 2. Job sharing allows the Government to have the advantage of the experience and skills of employees who want to work reduced time. These guidelines and procedures apply to employees in the Union of Northern Workers (UNW) bargaining unit working in hospitals or health care facilities. There are two types of job share employees. Such employees shall be treated for the purpose of receipt of benefits as seasonal employees.Health 502f . Job sharing allows employees flexibility in work schedules to fit their individual needs. Job Share Employee Extended is an indeterminate employee who has entered into a voluntary arrangement in which two employees share one full-time indeterminate job in such a manner that each attends in the position for separate extended periods of time of three months or more. such employees shall be treated for the purpose of receipt of benefits as part-time employees. Definitions 1. Job sharing provides employees with a better balance between work and other activities. It may reduce employee turnover and provide the Government with employees who have higher morale.Job Share .Health Introduction 1. Guidelines 1. 4. 3.” .502f .Job Share . learning and encouragement on the job.

Human Resources Manual 2. The change over is for no greater than one week. 3. The employees agree on the rotation. 9. The Employer considers any suitable replacement employee recommended by the remaining job share employee. 5. 4. there is one month to find a replacement before the job share arrangement is ended. 10. A job share employee extended who misses a second consecutive rotation is deemed to have ended participation in the job share agreement. The benefit is for each job share employee according to the period of job sharing. Each job share employee extended has a rotation of three to six months. 3. The remaining job share employee has the option to assume the position full-time. The rotation must be scheduled to allow for adequate change over. Job share employees are entitled to the northern allowance approved for the community in which they are employed. The benefit is pro-rated in accordance with the hours worked including authorized leave. The amount is pro-rated to an hourly rate. a job share employee extended is entitled to vacation pay at a percentage of earnings every pay period. A job share employee part-time is considered a part-time employee for the purpose of administering benefits. During this period the Government makes reasonable efforts to fill the vacant rotation. The share position must revert to a full time indeterminate position. Transportation costs include meals and interim lodging en route. A job share employee extended is considered a seasonal employee for the purpose of administering benefits.186 - . One job share employee extended covers the position at all times. Failing this. plus the cost for shipment of 500 pounds of luggage for the job share employee and each dependant. The applicable percentage is dependent on continuous service and previous completed years of service as follows: • 0-2 years – 6% • 2-15 years – 8% • 15-20 years – 10% • 20+ years – 12% 1. 11. the other job share employee extended must cover for a maximum of one month. excluding overtime. Pay increments are applied upon completion of 1950 hours. Job share employees are entitled to removal benefits on initial hire and when resigning. unless they receive travel assistance to return to the point of hire and back to the community of employment after each rotation. 8. 2. . If a job share employee extended is unable to report for a rotation. a rotation is considered to be the move to the place of employment and the move from the place of employment before and after each period of job share service. for whatever reason. The Employer finds a replacement for the remainder of the rotation. Job share employees are entitled to the annual special allowance defined in the collective agreement. A job share employee part-time is entitled to earn annual leave according to hours worked. 6. The rotation is not imposed or changed by the Employer. 7. up to a maximum of the normal weekly hours of work for their classification group. For the purpose of this clause only. Each job share employee part-time has a rotation posted. If one job share employee ends participation. the job share arrangement is deemed to be ended. Job share employees are entitled to special clinical preparation as defined in the collective agreement. Instead of annual leave.

An employee who wishes to end participation in a job share arrangement must give one-month notice of resignation from the Territorial public service.Job Share .502f .hr.Employment Categories/502f/default. Two indeterminate employees of hospitals or health care facilities who wish to job share must apply in writing to the supervisor of the position. The employees are notified in writing of the decision of the Deputy Head. Authorities and References Main Collective Agreement with UNW Memorandum of Agreement. http://www.doc .ca/policy/hrm/0500%20-%20Employment%20Categories/documents/502fJobShareHealthAgreementJanuary2008.187 - . 3.gov.htm 1. The supervisor recommends acceptance of the job share arrangement to the Deputy Head. 5.Health 12. Procedures 1. Health Care Workers Last Updated: January 2008 Online Edition URI: http://www. The decision is based on the operational requirements of all units. The Department of Human Resources completes the job-share agreement1 for signature by the employees. 2.hr.nt.ca/policy/hrm/0500 . 4.gov.nt. Job Share Appendix A10. The Deputy Head decides whether the job share arrangement will be implemented.

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This section is under review. Last Updated: January 2008 Online Edition URI: http://www.ca/policy/hrm/0500 .Relief Employees 502g .gov.189 - .Employment Categories/502g/default.hr.Relief Employees Introduction 1.nt.htm .502g .

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Definitions Types of employment with Government of the Northwest Territories (GNWT): 1. 6. is entitled to all of the relevant provisions outlined in the collective agreements or handbooks (referred to as a casual term employee). Relief Employment/Relief Worker is appointment to an indeterminate position in operations where services operate on a daily basis throughout the year for which there are no established hours . by virtue of this.Changing Type of Employment Introduction 1. Casual Employment is employment obtained through the casual hiring process for a fixed period less than 12 months to do work of a temporary nature where the employee is not appointed to a position in the Territorial public service. or b.e. when program changes require a change in the type of employment for the position occupied by an employee. 2. Indeterminate Employment is employment on a continuing basis. three years) through a formal staffing competition process (referred to as term employee). These guidelines and procedures apply to all employees. or when the Deputy Head approves an employee's request for the change. with no end date specified. Term Employment is employment for a fixed period and which at the end of the fixed period. employment of a casual nature where the employee is not appointed to a Territorial public service position but whose continuous service exceeds four months and is less than 12 months and who. 5.191 - . tasks and hours of work of one full time position. 4.Changing Type of Employment 503 . Casual employees may be included in the Union of Northern Workers (UNW) bargaining unit.. appointment to a Territorial public service position for a specified period (i. Part-time Employment is employment on a continuing basis for hours less than the standard workday. Application 1. Casual employees hired for periods of four months or more are entitled to provisions of the UNW collective agreement as outlined in Appendix A5 of the collective agreement.503 . part-time or as and when required. the employee ceases to be employed. week or month. Term employment is obtained either by: a. 3. Job Share Employment is where two employees share the responsibilities. Casual employment can be full-time. An employee's type of employment may change when transferring from one position to another. It involves a rotational schedule of work where each employee works for separate periods. except those employed by the Northwest Territories (NWT) Power Corporation.

2. 4. . it is at the discretion of the Deputy Head. if it is acceptable and complies with operational requirements. a Deputy Head may approve a full-time employee's written request to change his/her status to part-time or seasonal. hours of work and explaining how programs and services will be maintained at equivalent or improved levels. A part-time or seasonal employee’s hours of work can be changed back at anytime by the Deputy Head of the employing Department. by means of an amended job offer. the Deputy Head notifies the Department of Human Resources.Staff Retention Policy) apply. The Department of Human Resources prepares an amended job offer and arranges for the change in the employee’s pay and benefits. Board or Agency must reduce the hours of work of an occupied position. Employee's Request for Employment Status Change 1. A full-time employee provides a detailed written request outlining the proposed type of employment change (i. seasonal. recommends approval to the Deputy Head. Procedures Term to Indeterminate 1. If the request is approved. which is not continuous throughout the year but recurs in successive years. the employee has the option to accept re-employment in his/her position with reduced hours or provisions of the Staff Retention Policy (see Section 1602. 5.Human Resources Manual on a daily. Board or Agency for approval.). The supervisor reviews the proposed type of employment change and. The signed amended job offer is retained on the employee's personnel file. 7. 4. A request to change an employee's employment status from term to indeterminate status and the written rationale for the change is submitted by the supervisor to the Deputy Head of the employing Department. Guidelines 1. Where operational requirements permit. The Deputy Head reviews the request. weekly or monthly basis.192 - .e. Seasonal Employment is employment of a seasonal nature. A casual or casual term employee may only obtain indeterminate status through: a. a staffing competition for a Territorial public service position. part-time. If the employee requests to change back. Where the employing Department. 2.. The incumbent may be required to report to work on an as-and-when required basis. The Deputy Head of a Department. Board or Agency. The Deputy Head reviews the request. 3. 2. the Deputy Head notifies the Department of Human Resources. a direct appointment to a Territorial public service position. If the request is approved. 3. or b. Board or Agency may change an employee’s type of employment from term to indeterminate if the term employee was appointed to a Territorial public service position through the formal staffing competition process. etc. 3.

5.Changing Type of Employment 4.hr.193 - . Last Updated: January 2008 Online Edition URI: http://www. The signed amended job offer is retained on the employee's personnel file.ca/policy/hrm/0500 .503 .gov.htm .nt. The Department of Human Resources prepares an amended job offer and arranges for the change in the employees pay and benefits.Employment Categories/503/default.

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can no longer teach. The Registrar in the Department of Education. 4. They must be advertised with an aboriginal language-teaching certificate required. The Director is responsible for monitoring employees to ensure they complete the requirements for a permanent certificate. . The Director sends a letter to the Job Evaluation Division of the FMBS in Yellowknife. Department of ECE. 2.Conversion from Classroom Assistant to Teacher Position 504 .195 - . Culture and Employment (ECE) ensures that all teachers hold valid certificates. the effective date of the re-evaluation (usually the date the teaching certificate is received by the teacher and Education). in Yellowknife. Procedures 1.504 . Classroom Assistants who meet the proper criteria may apply for an interim aboriginal language teaching certificate. Guidelines 1. Superintendent means a Superintendent employed pursuant to Article 78 of the Education Act. This letter must include. Vacant positions may also be redescribed. requesting that the classroom assistant position be re-evaluated to a NWTTA language specialist or cultural specialist position.Conversion from Classroom Assistant to Teacher Position Introduction 1. These guidelines and procedures apply to all classroom assistant and language and cultural specialist positions. A formal re-evaluation request form and a copy of the teaching certificate or notification from the Registrar must also be attached to this letter. 2. Application 1. The classroom assistant completes the application for an interim aboriginal language teaching certificate and submits it to the Director. The application form is signed by an acceptable officer and is sent to the Registrar. including redescribing positions. whose certificate is allowed to expire. A language or cultural specialist. In order to deliver programs in the most effective manner possible management has the ability to reorganize its work force. Definitions 1. 3. Interim teaching certificates are normally valid for a three year period and can be extended to allow individuals to complete courses and teaching experience. 3. This certificate allows the classroom assistant to teach. A request for re-evaluation of a classroom assistant position to a language or cultural specialist position should be made only where a change in job requirements arise and a Divisional Education Council requires the position to perform teaching functions without supervision.

The employee signs this letter to signify that the employee has read and understood it and returns a copy to the FMBS office. the Director forwards a copy to the FMBS for placement on the employee's file. 9. On receipt of the PIC.hr. When such a certificate is issued. http://www. Appendix A) must also be included.ca/policy/hrm/0500%20-%20Employment%20Categories/documents/504AttachmentAUNWtoNWTTA. Failure to do so can result in a return to a classroom assistant position. 5.ca/policy/hrm/0500 . References to applicable allowances (NWT Teachers’ Association (NWTTA) Collective Agreement.196 - . Copies of the new PIC are forwarded to the Department of ECE. The FMBS then notifies the employee of the changes to the position. The Divisional Education Council writes to the employee to advise the employee that the change in bargaining unit status also changes the employee's terms of employment. The Director ensures the position is added to the teaching establishment. Labour Relations and Compensation and Regional FMBS offices. the FMBS Regional offices confirm that there is a teaching certificate on the employee's file and takes appropriate pay action (placement in the LS-CS category of the NWTTA grid).gov.htm 1. the Director forwards a copy to the FMBS for placement on the employee's file. 8. A copy of the salary determination and placement on the grid is sent to the region Financial Management Board Secretariat (FMBS) office. Once an interim aboriginal language teaching certificate is issued. When a language or cultural specialist completes teacher training.pdf . The employee is formally advised of the requirement to maintain a valid teaching certificate. 11. the specialist can apply for a teaching certificate. Changes in benefits are outlined in Attachment “A”1. 7. Sick and special leave credits are carried over. 10. Job Evaluation issues a new Position Information Certificate (PIC) with changes to the job title and the union coding. 6. Last Updated: January 2004 Online Edition URI: http://www. The Director completes a salary determination form.gov.nt.nt.Human Resources Manual 4.hr. Education Board.Employment Categories/504/default.

0600 .Hours of Work and Overtime .

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ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default. 5.htm http://www. Guidelines 1. 8.nt. Duties and Responsibilities5 Application These guidelines and procedures apply to all employees except those of the NWT Power Corporation.hr.nt.Standard Hours of Work 601 . There is an expectation that the employee will complete training assignments or take work with them to complete during free time.Article 22. the employee is paid for the full shift.gov. Each employee must provide reasonable notification to and seek approval from the Employer for any absence. Section 7. 4.htm http://www. Hours of Work November 4. 2011 http://www..nt. If it is not feasible and practical for the employee to return to work for the balance of their shift (e. 6. Hours of Work1 2 Excluded Employees' Handbook .htm http://www. from the specified place of work.Standard Hours of Work Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW . The Employer has a right and responsibility to know where employees are during scheduled hours of work 3.g.gov. a deduction from pay may be made for such absence. Employees record their attendance at work in PeopleSoft Self Service. training is out of town).hr. 2. When an employee is absent without leave. 3. When an employee is taking training and the training day is completed before the end of the employee's regular shift. 4.ca/Agreements/UNW/Article22/default.601 .ca/Agreements/UNW/Article22/default.htm . Procedures 1. About this section Authority: Effective Date: 1.3Hours of Work 4 NWTTA Collective Agreement .gov.gov. the employee must return to work for the balance of the shift if it is feasible and practical.nt. including lateness and illness. Public Service Regulations.Article 11. 2. 9.199 - .hr.hr.ca/Agreements/NWTTA/article11/default. 5. Employees must report to work regularly and on-time during their regularly scheduled hours of work.

Standard Hours of Work Labour Relations Last Updated: November 2011 Online Edition URI: http://www.Human Resources Manual History: Responsible Unit: June 2006.htm .200 - .hr.gov.Hours of Work and Overtime/601/default.ca/policy/hrm/0600 .nt.

Hours of Work and Overtime/601a/default.nt.201 - .gov.hr.gov.ca/Agreements/UNW/appendixa9/ .htm 1.hr.College Educators Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A9 – College Educators1. http://www. Last Updated: November 2011 Online Edition URI: http://www.601a .nt.College Educators 601a .ca/policy/hrm/0600 .

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203 - .hr. Last Updated: November 2011 Online Edition URI: http://www.nt.ca/policy/hrm/0600 .gov.hr.nt.Court Reporters Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A3 – Court Reporters1.htm 1.Court Reporters 601b .601b . http://www.gov.ca/Agreements/UNW/appendixa3/ .Hours of Work and Overtime/601b/default.

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hr.School Year Employees 601c .205 - .nt. School Year Employees1. Last Updated: November 2011 Online Edition URI: http://www.hr.nt.ca/policy/hrm/0600 .gov. http://www.601c .gov.Hours of Work and Overtime/601c/default.12.School Year Employees Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Article 22.htm 1.ca/Agreements/UNW/article22/ .

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ca/Agreements/UNW/Article22/default.207 - .Midwives 601d .htm .601d .Midwives Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Article 22.hr. http://www.gov.19.hr.htm 1.gov. Midwives1. Last Updated: November 2011 Online Edition URI: http://www.Hours of Work and Overtime/601d/default.ca/policy/hrm/0600 .nt.nt.

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http://www.209 - .gov.htm .hr. Renewable Resource Officers1.nt.Renewable Resources Officer Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Article 22.htm 1.Renewable Resources Officer 601e .18.hr. Last Updated: November 2011 Online Edition URI: http://www.nt.gov.601e .ca/policy/hrm/0600 .Hours of Work and Overtime/601e/default.ca/Agreements/UNW/Article22/default.

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5.nt.htm http://www. If employees must be at work at certain times or peak periods of the day due to operational requirements.hr.htm .Non-Standard Work Schedules Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW .htm http://www. For example. http://www. Employee Scheduled Work4 Excluded Employees' Handbook . 3. special. 1. where practicable. Guidelines 1. to work flexible hours on regular working days or to compress their work week to fewer than five days.5-hour a day employee scheduled to work 8.08.htm http://www. a 7. A day of earned leave credits is 7. 4.hr. The Government may agree to alter the standard work schedule if operational requirements permit and there is no cost to the Government.Article 22.gov.211 - . Flex time is a change to an employee’s regularly scheduled work hours. 6. Compressed Work Week3 Article 22.ca/Agreements/UNW/Article22/default. 4.nt.5Hours of Work 6 Application These guidelines and procedures apply to all employees except those of the NWT Power Corporation and members of the Northwest Territories Teachers’ Association.Non-Standard Work Schedules 602 . to schedule personal appointments outside of approved work hours. vacation or lieu time) for all scheduled hours in the non-standard workday. Flexible Hours 2 Article 22.nt.hr. 2.07. This allows employees to determine their own hours of work. 2.5 or 8 hours.nt. depending upon the standard work schedule for the position.gov. Hours of Work 1 Article 22.htm http://www.nt. It is not used on an informal basis to bank lieu time or to avoid paying overtime.gov.ca/Agreements/UNW/Article22/default. Employees working under a non-standard work schedule shall submit leave requests (sick. 5.ca/Agreements/UNW/Article22/default.hr.5 hours sick leave.gov. the Employer will establish the core hours which must be covered.5 hours due to a non-standard work schedule who calls in sick must request 8.09.602 .ca/Agreements/UNW/Article22/default.hr. Flex Time 1. Non-standard work schedules are expected to reduce usage of casual leave as employees are required. 3.gov.ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default.

Hours of Work Effective Date: November 4. to 5:00 p. Procedures 1.gov. About this section Authority: Public Service Regulations.nt.5 or 8 hours and submits adequate leave for the balance so the statutory holiday is not an adverse factor in scheduling.htm . Non-Standard Work Schedules (Also replaces 602a Compressed Work Week. Section 7. Employees who are required to work outside their flex time hours will be paid at the applicable overtime rate. 5. including the start and end dates of the non-standard work schedule. to 7:30 p. Attendance records are also maintained. rather than the standard hours of 8:30 a. 8. approves it in writing. 9.hr. on average. Compressed Work Week 1.. 2. An employee may be allowed to determine his/her own work schedule if the nature of the employee's work is better suited to a schedule outside the standard hours of work. The employee does not work extra hours. 3.212 - . prior to scheduling days off. An employee requesting a non-standard work schedule provides a written request outlining the proposed hours of work and explaining how programs and services will be maintained at equivalent or improved levels.m. to avoid confusion when processing pay and leave. 2. to ensure that operational requirements are being met and to assess the effectiveness of the non-standard work schedule.5 or 40 hours each week.m.m. but at least annually.ca/policy/hrm/0600 . The supervisor maintains records on approved non-standard work schedules. provides better opportunities to see his/her clients. On a designated paid holiday the employee receives statutory holiday pay for 7. The supervisor reviews these records as often as required. and 602c Flex Time) Responsible Unit: Labour Relations Last Updated: November 2011 Online Edition URI: http://www. 602b Employee Scheduled Work. Employee Scheduled Work 1.. For example. position number and title of each employee and the approved schedule of hours of work. The supervisor reviews the proposed non-standard work schedule and. These records show the name. 4. if it is acceptable and complies with operational requirements.Human Resources Manual 2. This must be taken into account when scheduling the compressed work week to ensure employees have. 2011 History: July 2006. a life-skills coach may find offering services between the hours of 11:00 a. worked or received paid leave totaling 37.Hours of Work and Overtime/602/default. An employee on a compressed workweek works extra hours each day and in doing so increases days off. The supervisor also informs Human Resources.m.

gov.nt.Compressed Work Week Reference See HRM 602 Non-Standard Work Week Last Updated: November 2011 Online Edition URI: http://www.213 - .Compressed Work Week 602a .ca/policy/hrm/0600 .602a .Hours of Work and Overtime/602a/default.hr.htm .

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Employee Scheduled Work 602b .gov.Hours of Work and Overtime/602b/default.hr.ca/policy/hrm/0600 .215 - .htm .602b .Employee Scheduled Work Reference See HRM 602 Non-Standard Work Week Last Updated: November 2011 Online Edition URI: http://www.nt.

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Flex Time 602c .217 - .ca/policy/hrm/0600 .hr.gov.602c .htm .Hours of Work and Overtime/602c/default.nt.Flex Time Reference See HRM 602 Non-Standard Work Week Last Updated: November 2011 Online Edition URI: http://www.

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gov.hr.ca/Agreements/UNW/Article27/default.gov. 10.htm http://www.nt. for corrections one month in advance.ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default.ca/Agreements/UNW/mou4/default. 6.nt.gov.nt. For example. Unique entitlements may apply to some UNW groups including: Appendix A1. 9. 2.nt.hr.ca/Agreements/UNW/appendixa10/ http://www.9Hours of Work 10 (Shift Work. Hours of Work1 & Article 27. Relief Employees 3 Appendix A2.ca/Agreements/UNW/appendixa1/default. the master shift schedule for health care workers must be posted five days in advance.htm http://www.219 - . Shift work is the regular hours of work scheduled by the Employer to fall outside of the standard hours of 08:00 and 17:00. 7.ca/Agreements/UNW/appendixa2/ http://www.ca/Agreements/UNW/appendixa12/ http://www. Marine Workers 7 Memorandum of Understanding.Article 22. A master weekly shift schedule must be posted at least 14 days in advance to cover the work area's shift requirements for at least 28 calendar days unless otherwise agreed. Shift Premium2. http://www.hr. Definitions 1.603 . Guidelines 1. There must be no increase in cost as a result of the shift exchange.hr. 4. 2. 3. The Government sets up a regular schedule of hours of work for employees who must work shifts. Shift Premium) Application These guidelines and procedures apply to all employees except those in the Northwest Territories Teachers’ Association.htm http://www.nt. Monday to Friday.ca/Agreements/UNW/Article22/default.gov.gov. Employees may exchange shifts with management's approval. 8.Shift Work 603 .nt.nt.ca/Agreements/UNW/appendixa11/ http://www.nt.Shift Work Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW . 1.hr.hr.htm .hr.nt.gov.hr.htm http://www.gov.hr. Health Care Practitioners 5 Appendix A11. those employed by the Northwest Territories Power Corporation or those in senior management. Visitor Centre and Forest Fire Management Employees 8 Excluded Employees' Handbook . Airport Firefighters 6 Appendix A12.gov. 5. Parks. Corrections Officers 4 Appendix A10.gov. 3.

the President of the UNW and the Director of Corporate Human Resources must sign all new or revised shift schedules.ca/policy/hrm/0600 . About this section Authority: Public Service Regulations.hr.Hours of Work and Overtime/603/default. notice is provided to the UNW indicating the requirement to establish or change shift work schedules. 2011 History: August 2006. Where shift work is required.gov. 2.220 - . Hours of Work Effective Date: November 4. Shift Work Responsible Unit: Labour Relations Last Updated: November 2011 Online Edition URI: http://www.nt. the following process applies to the Union of Northern Workers (UNW) bargaining unit: a. 8.Human Resources Manual Procedures 1. Section 7. Such agreement will not be unreasonably withheld.htm . 9. b. and c. the UNW and the Employer will agree before establishing new or revised shifts hours for an operational unit. The master work schedule is posted for employees in an operation who work shift hours.

Airport Firefighters Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A11 – Airport Firefighters1.221 - .ca/policy/hrm/0600 .htm 1.gov.603a .ca/Agreements/UNW/appendixa11/default.Hours of Work and Overtime/603a/default.nt.htm .Airport Firefighters 603a .hr. http://www. Last Updated: November 2011 Online Edition URI: http://www.gov.hr.nt.

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ca/policy/hrm/0600 .Corrections Officers 603b .gov.nt.htm 1.gov.hr.223 - .603b .nt. http://www.Corrections Officers Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A2 – Corrections Officers / Corrections Security Shift Workers 1. Last Updated: November 2011 Online Edition URI: http://www.Hours of Work and Overtime/603b/default.htm .ca/Agreements/UNW/appendixa2/default.hr.

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gov.603c .Hours of Work and Overtime/603c/default.ca/policy/hrm/0600 .225 - .hr.hr.ca/Agreements/UNW/appendixa12/ .gov. Last Updated: November 2011 Online Edition URI: http://www.htm 1.nt.Marine Workers Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A12 – Marine Workers1.nt.Marine Workers 603c . http://www.

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http://www.227 - .Health Care Practitioners1.hr. Last Updated: November 2011 Online Edition URI: http://www.Health Care Practitioners 603d .gov.nt.Hours of Work and Overtime/603d/default.ca/policy/hrm/0600 .603d .htm .hr.nt.Health Care Practitioners Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Appendix A10 .ca/Agreements/UNW/appendixa10/default.htm 1.gov.

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Visitor Centre and Forest Fire 603e .Parks.Hours of Work and Overtime/603e/default.nt.hr.229 - .htm 1. Last Updated: November 2011 Online Edition URI: http://www.603e . http://www.ca/Agreements/UNW/mou4/default. Visitor Centre and Forest Fire Management Employees 1.htm . Visitor Centre and Forest Fire Reference Entitlements for bargaining unit employees are contained in the Main Collective Agreement with UNW including Memorandum of Understanding for Parks.hr.Parks.gov.ca/policy/hrm/0600 .gov.nt.

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Pay for Travel on Behalf of the Employer 8 Article 45.nt.ca/Agreements/UNW/article26/ http://www. Short Term Leave for Training Purposes10 Excluded Employees' Handbook 11 Hours of Work 12 (Overtime. 8.Article 23.hr.ca/Agreements/UNW/article29/ http://www. Duty Travel) Application These guidelines and procedures apply to all employees except those in the Northwest Territories Teachers’ Association.Overtime 604 .htm http://www. Overtime is work performed by an employee. 3. 12.nt.gov. Shift Premium 6 Article 29.gov. in excess of. 11.nt.hr.nt.hr.hr. http://www. 6. Call-Back Pay 5 Article 27.nt. Pay 3 Article 25. 4.ca/Agreements/UNW/Article31/default. 9. 5.ca/Agreements/UNW/Article22/default. To deliver programs effectively.htm http://www. or outside of the employee's regularly scheduled hours of work.604 .hr. Duty Travel 9 Article 48.231 - .hr. Hours of Work 2 Article 24.ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default.nt.ca/Agreements/UNW/article27/ http://www.nt.nt.gov. those employed by the Northwest Territories Power Corporation or those in senior management.gov.htm http://www.hr. Reporting Pay 4 Article 26.ca/Agreements/UNW/article25/ http://www.gov.hr.ca/Agreements/UNW/Article45/default. 7. Guidelines 1.gov.nt. Standby 7 Article 31. the Public Service Regulations provide that the Employer may require employees to work more than their daily or weekly standard hours of work or on a designated paid holiday to meet operational requirements.htm .gov.nt. 10.htm http://www. at the request of the Employer.gov.gov. Authorization for Overtime and Related Expenditures 1.gov.hr.ca/Agreements/UNW/article23/ http://www.ca/Agreements/UNW/article48/ http://www. 2. Definitions 1.gov.hr.hr.Overtime Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW .03.nt.ca/Agreements/UNW/Article24/default. Overtime 1 Article 22.

a department may agree to grant equivalent leave with pay at the appropriate overtime rate (lieu time). b. c. e. for cause. c. Ensure the operational requirement that required the overtime has been met. In accordance with Section 44(1) of the Financial Administration Act on expenditure control. the approving officer shall do the following after the overtime ends: a. Make this section available to everyone responsible to comply. Generally no more than 75 hours lieu time will be approved each fiscal year (see Section 609 – Lieu Time). Not work or enter any unauthorized overtime. 4. Ensure that procedures specified in this section are completed correctly and that all requirements relating to overtime reviewed. 2. Responsibilities of Overtime Approving Officers and Employees 1. for example. The refusal must be in writing. The requirement for overtime is driven by identified and approved operational needs. Overtime expenditures and related expenses must be authorized in advance verbally or in writing by the responsible approving officer. 1. Instead of paying for overtime. The Employer controls the duration of the overtime worked. involve religious beliefs. Approve the overtime in PeopleSoft Self Service. Determine that overtime is necessary. Obtain authorization for overtime to be compensated as lieu time.232 - . Participation in a business or outside employment is not a reasonable ground for refusing to work overtime. Unless permitted otherwise. Verbally or in writing authorize overtime to be compensated as lieu time. Overtime reimbursements must be recorded in PeopleSoft Self Service as soon as is practical but no longer than one pay period from when the overtime occurred. An employee may. b.Human Resources Manual 1. c. Cause may. d. f. Resolve any discrepancies and ensure that unnecessary payments are avoided. Obtain authorization before working overtime. It must be taken at a time agreeable to both the Department and the employee. Verbally or in writing authorize the overtime. . d. Compensation for overtime is paid when work is authorized in advance by the Deputy Head or a departmental official delegated to approve overtime. Ensure the employee has entered the authorized overtime into PeopleSoft Self Service within the appropriate pay period. Enter authorized overtime into PeopleSoft Self Service within the appropriate pay period. refuse to work overtime. 3. 1. Misinterpretation of this information is no basis for reimbursement. 1. Ensure that the overtime or lieu time comply with this section and applicable collective agreement or employee handbook. d. b. a designated accounting officer must certify the expenses incurred. Unless permitted otherwise. 2. the approving officer shall do the following before overtime begins: a. The employee shall: a.

The overtime pay is for two hours and 15 minutes (OT1).. Overtime will be paid when the employee is on normal duty travel or when the employee is required to take specific training deemed by the Employer to be an absolute requirement for his/her job (e. • Example: Employee works two hours and 20 minutes of overtime on a Saturday. Overtime – General Responsible Unit: Labour Relations Last Updated: November 2011 Online Edition URI: http://www. Employees should see this as an opportunity for development that may not otherwise be possible.ca/policy/hrm/0600 . • Example 2: Employee works 10 minutes of overtime. 2. There is a minimum payment of one hour at the appropriate overtime rate. hired to complete work of a temporary nature).hr. an employee is paid for each completed 15 minutes of time. Procedures 1. 8. Overtime and Holidays Effective Date: November 4.htm . 4. Casual employees cannot bank lieu time. This includes travel outside the normal hours of work and on weekends.. After the first hour of overtime. 2011 History: August 2006.233 - .Hours of Work and Overtime/604/default. Section 10. • Example 1: Employee works 25 minutes of overtime. accommodation and training materials. A manager authorizes overtime either verbally or in writing prior to the employee undertaking the overtime. 5. 7. The employees enter hours worked overtime in PeopleSoft Self Service. travel. An employee who must work overtime shall be compensated for each completed 15 minutes of overtime worked.g. The employee shall note reasons for the overtime in the comments section.604 . Normally the GNWT pays for registration.gov. Compensation is paid for all overtime worked in excess of those hours. whether or not those hours exceed the full-time daily or weekly hours.Overtime 3. Overtime will not be paid to an employee who has asked for and been granted approval for attending courses. 6. Part-time employees have their regularly scheduled hours set in advance. Casual employees will receive cash payment for overtime due to the nature of their employment (e. training sessions or conferences not deemed by the Employer to be an absolute requirement for his/her job.g. About this section Authority: Public Service Regulations. He/she gets paid for one hour (OT1). airport emergency fire fighter training).nt. He/she does not get paid for any overtime.

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hr. Determine that standby or call-back is necessary. those employed by the Northwest Territories Power Corporation or those in senior management.604a . Responsibilities of Overtime Approving Officers and Employees 1.htm .3Hours of Work 4 (Standby. 4. The Employer controls the duration of the standby and call-back worked. 3. Guidelines Authorization for Standby and Call-back and Related Expenditures 1.ca/Agreements/UNW/article29/ 3. http://www. b.nt. Standby 2 Excluded Employees' Handbook .Article 26.hr. http://www.htm 2.gov. To deliver programs effectively.235 - . Call-Back) Application These guidelines and procedures apply to all employees except those in the Northwest Territories Teachers’ Association.Standby and Call-back Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW .nt.gov.gov. Make this section available to everyone responsible to comply. 5. the approving officer shall do the following before standby or call-back begins: a.nt. 2. 4.ca/Agreements/UNW/Article26/default.ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default. a designated accounting officer must certify the expenses incurred. Compensation for standby and call-back is paid when work is authorized in advance by the Deputy Head or a departmental official delegated to approve standby or call-back.Standby and Call-back 604a . In accordance with Section 44(1) of the Financial Administration Act on expenditure control. Call-Back Pay1 & Article 29.hr. 1. Standby and call-back reimbursements must be recorded in PeopleSoft Self Service as soon as is practical but no longer than one pay period from when the standby and call-back occurred. http://www. Unless permitted otherwise in this section. the Public Service Regulations provide that the Employer may require employees to work more than their daily or weekly standard hours of work or on a designated paid holiday to meet operational requirements. The requirement for standby or call-back is driven by identified and approved operational needs. Standby and call-back expenditures and related expenses must be authorized in advance verbally or in writing by the responsible approving officer.

There are three call-outs during the eight hours. 1.m.hr.m. Ensure the operational requirement that required the standby or call-back has been met. c.gov. Obtain authorization before working standby or call-back. Enter authorized standby or call-back into PeopleSoft Self Service within the appropriate pay period. for 30 minutes.m.nt. 2. to 12:30 a. d. If an employee is on standby and is called out. b. 1. to 9:20 p. 1. The employee shall understand and comply with this section.236 - . Employees must work at least 15 minutes to receive overtime pay. to 7:30 p. Employee gets paid the minimum of one hour at the overtime rate (CB2) 4.hr. Approve the standby or call-back in PeopleSoft Self Service. 5. Misinterpretation of this section is no basis for reimbursement. Not work or enter any unauthorized standby or call-back. 3.ca/hrsystems/5. An employee on standby who is called out more than once gets paid at the overtime rate for the time worked. Ensure that procedures specified in this section are completed correctly and that all requirements relating to standby and call-back reviewed.m. b.gov. • 7:00 p. Resolve any discrepancies and ensure that unnecessary payments are avoided.Human Resources Manual c. there is a minimum of one hour paid for each call-out.m. d. • Example: Employee is on standby from midnight until 8:00 a. for the first call-out she/she will be paid at least four hours at straight time. She/he is called out once at 3:00 a. d.m.nt. Ensure that the standby and call-back comply with this section and applicable collective agreement or employee handbook.m. the approving officer shall do the following after the standby or call-back ends: a. Information on how to use the electronic call-back provisions can be found on the HR Self Service page at http://www. to 11:55 p. e.m. Unless permitted otherwise in this section. Obtain authorization for standby or call-back to be compensated as lieu time.m. Employee gets paid the minimum of one hour at the overtime rate (CB2) • 11:00 p. • Example: Employee is on standby from 4:30 p. c. Ensure the employee has entered the authorized standby or call-back into PeopleSoft Self Service within the appropriate pay period.m. Employee gets the minimum of four hours pay at straight time (CB1) • 9:00 p. Verbally or in writing authorize the standby or call-back. The employee shall: a. http://www.ca/hrsystems/ . She/he gets paid the standby pay and four hours of straight pay for the call-out (CB1).

nt. The employee shall note reasons for the standby or call-back in the comments section.ca/policy/hrm/0600 .237 - . 2011 History: June 2006.gov. The employees enter hours worked standby or call-back in PeopleSoft Self Service. About this section Authority: Public Service Regulations. A manager authorizes standby or call-back either verbally or in writing prior to the employee undertaking the work.Hours of Work and Overtime/604a/default.Standby and Call-back Procedures 1. Section 10. 2.htm .604a . Standby & Call-back Responsible Unit: Labour Relations Last Updated: November 2011 Online Edition URI: http://www. Overtime and Holidays Effective Date: November 4.hr.

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8. or outside of the employee's regularly scheduled hours of work. For example.gov.htm 2. Lieu time must be taken at a time agreeable to both the supervisor and the employee. The granting of lieu time is strictly at the discretion of management in a Department or Agency. To deliver programs effectively.Article 23.ca/Agreements/EXCLUDED/HOURS%20OF%20WORK/default. 4.ca/Agreements/UNW/Article23/default.609 . 2.hr. if an employee carries over 37. 2. http://www. 1.5 hours. 6. the employee will automatically be compensated for the overtime as a cash payment on his/her pay cheque. A maximum of 37. This applies to all Departments/Agencies.nt. 5. Departments/Agencies may require employees to work outside of their regularly scheduled hours of work. relief workers. 3. Lieu time is leave provided as compensation for overtime worked. at the request of the Employer. he/she may only earn a maximum of 37. Overtime 1 Excluded Employees’ Handbook .239 - .htm . Relief workers are not eligible to accrue lieu time and will only receive cash payment for overtime. Northwest Territories Teachers' Association members and those employed by the Northwest Territories Power Corporation.hr. http://www. This maximum is not a rolling refillable bank. Instead of paying overtime. they count as part of the new fiscal year’s limit.Lieu Time 609 . If lieu hours are carried over. Definitions 1. in excess of. 7. Overtime is work performed by an employee.5 hours (40 hours for individuals who work eight hour days) lieu time may be carried over from one fiscal year to the next. Overtime2 Application These guidelines and procedures apply to all employees except senior management. Departments/Agencies may agree to grant employees equivalent leave with pay at the appropriate overtime rate (lieu time). Employees may not accumulate more than 75 hours of lieu time per fiscal year (80 hours for employees who work eight hour days). If the employee has reached their maximum lieu time for the fiscal year.Lieu Time Reference Entitlements for bargaining unit and excluded employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with UNW .Hours of Work.gov. instead of a cash payment. Guidelines 1. This amount does not include LIEUSTATS banks established for some employees for hours worked on Designated Paid Holidays.nt.5 lieu hours in that new fiscal year.

13. The employee shall note reasons for the overtime/lieu time in the comments section. 3. A manager reviews the employees Compensatory Time Detail before authorizing overtime as lieu time. If a manager determines that an employee is accumulating too much lieu time.Human Resources Manual 9. A manager authorizes overtime either verbally or in writing prior to the employee undertaking the overtime. 2011 History: March 2009. Lieu Time Responsible Unit: Labour Relations . 11. the lieu time maximums are adjusted to 40 hours for carry-over and an annual maximum of 80 hours. Tourism and Investment Parks Officers Department of Transportation Airfield Maintenance Specialists Procedures 1. Section 10. All hours in excess of this limit shall be paid out. The following GNWT positions are designated as winter work positions and will have lieu time balances in excess of the carry over amount paid out on October 1 each year rather than on April 1: GNWT Wide Financial positions responsible for year-end processing Department of Industry. 4. 10. Managers will advise both their staff and the Department of Human Resources if they have set lower maximums for lieu time. 2.240 - . it then becomes the manager’s responsibility to monitor any accumulation under the 75 hours maximum. GNWT employees may only carry over 37. Where employees are in a 40-hour per week position. Managers have the option of setting lower maximums for lieu time within their divisions. a manager may refuse to grant any more until the employee has used some of the accumulated credits. The following GNWT positions require employees to work unusual schedules involving a high number of overtime hours concentrated within a two or three month period each year and therefore different lieu maximums are allowed: Department of Public Works and Services PPD Operations Officers Water Treatment Plant Operators (Behchoko) Stanton Territorial Health Authority Operating Room Nurses Fort Smith Health and Social Services Authority Fort Smith Health Centre Laboratory and X-ray employees 1. 12. However. The employee enters hours worked in PeopleSoft Self Service. About this section Authority: Public Service Regulations. It is the manager’s responsibility to monitor lieu time accumulations for the 75 hour maximum. Overtime and Holidays Effective Date: November 4.5 hours. Eligible employees can ask to have the overtime provided as lieu time.

ca/policy/hrm/0600 .nt.htm .gov.Lieu Time Last Updated: November 2011 Online Edition URI: http://www.Hours of Work and Overtime/609/default.241 - .609 .hr.

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0700 .Discipline .

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Verbal Reprimand is a verbal warning that performance or conduct is unsatisfactory and must be corrected. 6. Written Reprimand is a written warning that performance or conduct is unsatisfactory and must be corrected. When an employee's performance or behaviour is unsatisfactory. A copy of the written reprimand is placed on the employee's personnel file.. 5. corrective action must be taken. Disciplinary Suspension is the temporary removal without pay of an employee from the place of duty to stress upon the employee the seriousness of the misconduct. 2. 7. Suspension Pending Investigation is the temporary removal with pay of an employee from the place of duty to facilitate an investigation into allegations of misconduct or incompetence.245 - . 8. 3. These guidelines and procedures apply to all employees. Guidelines 1.g. . 9.Employee Discipline Introduction 1. activity and behaviour that generally require no set rules to ensure compliance that an individual ought reasonably to have known (e. 10. Labour Relations is a unit in the Corporate Human Resource Services Division of the Department of Human Resources. becoming part of the employee's record. taking coffee breaks according to a rotational schedule. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. Discipline should not be viewed as punishment.Employee Discipline 701 .701 . treating co-workers and clients with respect). Employee performance and behaviour is expected to contribute toward the achievement of the organization's goals and objectives. Application 1. Definitions 1. but as a method of correcting a problem. seeking advance approval for all absences). Standards of Particular Conduct are established work rules or orders set out by the Employer (e. Standards of General Conduct are accepted forms of performance. except those employed by the NWT Power Corporation. 4. at the Employer’s discretion. Corrective action will follow the process of progressive discipline when the situation is a result of inappropriate behaviour or unsatisfactory performance when the employee has the ability to perform at an acceptable level but chooses not to do so. Culpable Misconduct is improper or unprofessional conduct where the employee has control of the behaviour. Dismissal is the termination..g. dressing appropriately. of an individual’s employment in a Public Service position for cause.

he/she may request to postpone the meeting for a maximum of three working days. A meeting should be held with the employee for this purpose. Given the short-term nature of this casual employment contract and the early emergence of problems. and steps of the progressive discipline process may be by-passed on the advice of Management and Recruitment Services. Interviews involving discipline must be scheduled in advance and held in private. It is inappropriate to allow other employees to witness the discipline of a co-worker. and b. 6. 10. Five day suspension. The progressive discipline process may be accelerated for a casual employee resulting in dismissal without all the steps having been taken. If an employee. 14. 8.ca/policy/hrm/0700%20-%20Discipline/701/documents/DisciplinaryActionRolesandResponsibilities. it may result in suspension. the employee misses two days of work without notice or explanation. 9. discharge or dismissal. is required to attend a meeting that may result in his or her suspension or dismissal. 7. 13. the discipline imposed increases with each incident as follows: 1. and f. If the employee fails to correct the behaviour.hr. 3. During the first week of employment.Human Resources Manual 2. Verbal warning. One day suspension. Supervisors should review the the authorities for imposing discipline1. Misconduct that occurs early in the employment. a letter of suspension or dismissal is delivered and the issue is to be discussed with the employee. and/or occurs in a short period of employment is viewed as serious misconduct. e. Prior to any disciplinary action taking place. d. c. 11. Ten day suspension. a casual employee has an employment contract for three months. 12. 5.nt. For example.246 - . An employee may be disciplined for breaching standards of general conduct or standards of particular conduct. The progression of disciplinary measures for the Government of the Northwest Territories (GNWT) is as follows: a. Incidents of serious misconduct (such as assault. The supervisor must inform an employee of the standards of particular conduct that apply in the workplace. http://www.gov. Disciplinary steps may be repeated on the advice of the Department of Human Resources in cases involving significant mitigating factors. Written reprimand. The supervisor should take notes of all discussions and meetings.pdf . b. 4. an employee who is a member of the Union of Northern Workers (UNW) must receive 24 hours advance notice of a meeting and of the right to Union representation if: a. Disciplinary action should not be unduly delayed. Disciplinary action should only be taken after an employee has an opportunity to provide an explanation of his/her behaviour. theft or serious insubordination) may warrant serious disciplinary measures. who is a member of the UNW. Dismissal. it is reasonable for the supervisor to consider and recommend dismissal.

Disciplinary Suspension • Only Deputy Heads have authority to suspend employees. prior to any meeting to discuss the problem. The first suspension is for one day. and then a ten day suspension.Employee Discipline Step 1 .Written Reprimand • The employee’s immediate supervisor gives written reprimands. Section 55 of the Education Act also applies to teachers. Step 3 . prior to any meeting to discuss the problem. Suspensions are applied progressively. administers disciplinary suspensions. The supervisor’s notes are kept in a secure and locked location.247 - . as they may be needed if it is necessary to move on to the next step. the employee must be given 24 hours notice of the right to Union representation. The supervisor makes the recommendation for suspension after looking into the matter and discussing the problem with the employee. but should be appropriate to the seriousness of the misconduct. upon reviewing the recommendation of the supervisor. the next incident would result in a five day suspension. dismissal would be considered. The supervisor is encouraged to consult with Client Services before proceeding. The letter should be given in private and a copy is placed in the employee’s personnel file.701 . These notes are not placed in the employee’s personnel file. If the employee is a member of the UNW. the employee must be given 24 hours notice of the right to Union representation. The Deputy Head. upon reviewing the recommendation of the supervisor. The employee is given an opportunity to provide his or her version of the events. 1. The supervisor schedules a meeting with the employee to discuss the problem. The letter should include actions that may be taken if the inappropriate behaviour continues. but are used for the purpose of refreshing the supervisor’s memory. The supervisor should take notes on the discussion that took place. Board or Agency. Client Services should be consulted for advice on any matters where a suspension is being considered. The supervisor will identify the gap between the desired behaviour and the problematic behaviour. the supervisor should consider factors including: . Step 4 . The Deputy Head. Step 2 . If the employee is a member of the UNW. The supervisor makes a recommendation for dismissal after looking into the matter and hearing the employee’s explanation. The supervisor will identify the gap between the desired behaviour and the problematic behaviour. gives the employee an opportunity to provide a written submission. The employee is given an opportunity to provide his or her version of the events.Disciplinary Suspension • Deputy Heads do not give a disciplinary suspension where they feel an extensive investigation is required. The reprimand must be given in private and must address the area of concern including the possible outcome if the behaviour is not corrected. If this does not correct the behaviour and repetition occurs. a suspension pending investigation under Section 30 of the Public Service Act is required. In determining the appropriate disciplinary step to address an employee’s misconduct. After a ten day suspension. Where the Deputy Head feels an employee must be removed from the work site to properly conduct an investigation. Non .Dismissal • Only a Deputy Head has the authority to dismiss an employee from a Public Service position in the Deputy Head’s Department.Verbal Reprimand • The employee’s immediate supervisor gives verbal reprimands.

4. c. b. the employee’s explanation.Human Resources Manual a. http://www. give the employee an opportunity to explain the circumstances surrounding the unsatisfactory performance or the breach of conduct. determine if the employee's actions were merely a result of misunderstanding directions. Written reprimands. any other pertinent facts. and e. 3.gov. 6. letters of suspension.nt. 5. the employee must sign a waiver 3stating such. the employee's length of service.hr.ca/policy/hrm/0700%20-%20Discipline/701/documents/UNWWaiver. the seriousness of the misconduct. letters of demotion and letters of dismissal are copied to an employee's personnel file.hr. The employee is encouraged to use the Employee Family Assistance Program (EFAP).nt. The supervisor documents disciplinary action on the disciplinary action record sheet2. When standards of conduct are not met. particularly if poor work performance is due to a private or work issue. For a casual employee or an employee on probation. the supervisor provides the employee with 24 hours advance notice of the meeting and the right to Union representation if suspension or dismissal may occur) with the employee before disciplinary action is taken to do the following: a. c. To determine the appropriate course of action. the progressive discipline process indicated above may be accelerated. 4. or if the employee wilfully broke rules of conduct.doc 3. The denial of an employee's performance increment is not part of the progressive discipline process. the supervisor initiates disciplinary action. Disciplinary letters for employees who are members of the Northwest Territories Teacher’s Association (NWTTA) or senior management shall be removed and destroyed after four years of employment have elapsed since the disciplinary action was taken. 2. explain to the employee how management is considering dealing with the misconduct. If the employee waives their right to Union representation.doc . The supervisor informs employees of the standards of particular conduct which apply to the workplace. 3. provided that no further disciplinary action has been recorded during that period. b. and d.gov. http://www. the supervisor may contact Management and Recruitment Services. This should include providing the employee 2. The supervisor holds a private interview (if the employee is a member of the UNW. provided that no further disciplinary action has been recorded during that period. 2.ca/policy/hrm/0700%20-%20Discipline/701/documents/DisciplinaryActionRecordSheet. the employee's past discipline record. An employee's increment may be denied if an employee's performance is poor (see Section 1000– Salary Administration for more information on pay increments and Section 1400– Planning and Development for information on the performance development system). d. Procedures 1. ensure the employee is aware of the problem.248 - . Disciplinary letters for employees who are members of the UNW or excluded employees shall be removed and destroyed after 18 months of employment have elapsed since the disciplinary action was taken.

Labour Relations. Where a disciplinary suspension is the next step in the progressive discipline procedure. 7. The supervisor hand delivers this letter to the employee. including reprimands and suspensions. the supervisor may speak to witnesses. The supervisor. http://www. on recommendation from the supervisor. The supervisor may prepare a written reprimand4. 15. but are kept by the supervisor in a confidential manner for future reference should the behaviour continue. As much information as possible should included in the recommendation to ensure the Deputy Head is making an informed decision.Employee Discipline the toll-free number for EFAP (1-800-387-4765). An employee is not required to reveal the nature of personal issues to the supervisor. consult with Management and Recruitment Services. drafts a letter of suspension5. These notes are not placed in the employee's personnel file.hr. The following points are examined during this process: a. 13. there will be no discussion of the problem when delivering a suspension letter. A Deputy Head may consider dismissing an employee as the final step in progressive discipline. an explanation of further action that will be taken if the employee fails to correct the behaviour. 10. an explanation of the behaviour for which the employee is being reprimanded.249 - . the supervisor determines the appropriate level of discipline (if any). or as a result of one act of serious misconduct. b. The report must include the employee's explanation. if warranted by the investigation. If the employee is a member of the UNW. 8. 9. 16.ca/policy/hrm/0700%20-%20Discipline/701/documents/SampleNoticeofSuspension. 12. 11. and b.701 . http://www. Does the seriousness or persistence of the problem warrant dismissal (i.gov. the supervisor must: a. A further meeting may be scheduled for this purpose allowing for 24 hours notice of the employee’s right to Union representation. including the employee’s version of events and the advice of Management and Recruitment Services. an explanation to the employee that all disciplinary letters. Depending on the nature of the misconduct. A copy is placed in the employee’s personnel file. 14.doc 5. insubordination. misconduct such as theft. c. The Deputy Head reviews the request for dismissal.e. an explanation of how to correct the behaviour. A copy is placed on the employee’s personnel file. through Management and Recruitment Services. The supervisor hand delivers this letter to the employee. If the Deputy Head accepts the recommendation for suspension. After taking into account all information.nt. with the assistance of Management and Recruitment Services.doc . fraud.gov. prepare a report for the Deputy Head and recommend disciplinary suspension.nt. must be consulted in situations where dismissal is being considered. dishonesty or progression of lesser but cumulative issues)? 4. are placed on the employee’s personnel file..ca/policy/hrm/0700%20-%20Discipline/701/documents/SampleLetterofReprimand. The supervisor makes notes of the interviews. he/she signs the letter of suspension. and d. All discipline includes: a.hr.

The Deputy Head advises the employee in writing of the recommendation for dismissal6.doc . Adjustment of Disputes Collective Agreement with the NWTTA Article 18. remorse. Suspensions and Dismissals Main Collective Agreement with the UNW Article 37. http://www.09.250 - . extreme stress.. illness)? 17.ca/policy/hrm/0700%20-%20Discipline/701/documents/SampleRecommendationforDismissal. the Deputy Head determines if dismissal is appropriate. 23. The letter of dismissal is copied to the employee’s personnel file and to the Manager. Are there any mitigating factors (i. Teachers Contracts. and informs the employee in writing of his/her dismissal7 from the Public Service. The supervisor hand delivers this letter of dismissal to the employee.Human Resources Manual b. What are the Employer’s rules for dealing with the particular offence? Have these rules been followed? c.ca/policy/hrm/0700%20-%20Discipline/701/documents/SampleDismissalLetter. Dismissal 6.07 – 18. 20.gov.doc 7. 22. Labour Relations with the Department of Human Resources. prior to the delivery. A copy of the letter of dismissal is hand delivered or faxed to the appropriate Client Services office for pay action.hr. there will be no discussion of the problem when delivering a dismissal letter unless the employee has been given 24 hours notice of the employee’s right to Union representation. 19. What is the length of the employee's service? f. If the employee is a member of the UNW.hr. including the written submission (if provided) and the advice of Labour Relations. through Client Services. The letter of dismissal should clearly state the reasons for the dismissal.Rejection on Probation. why further employment cannot continue and that dismissal of the said position is effective immediately. Are there precedents for dealing with similar incidents? d. Was it made clear to the employee that this offence may result in dismissal? e. Employees are not required to attend work during this five day period and continue to receive pay. For dismissal of probationary employees see Section 1601.Termination. 21.nt.gov. What is the employee's performance like and are performance appraisals on file? g. http://www.e. Authorities and References Public Service Act Section 32 Section 33 Education Act Section 53 – 57. After reviewing all of the information. This letter also informs the dismissed employee of his/her three year ineligibility of employment with the Territorial Public Service in order to re-establish a positive work record.nt. The letter must contain the reasons for the recommended dismissal and clearly outline that the employee has five days in which to make a written submission on his/her behalf. Was the employee given a chance to provide an explanation or his/her version of the events? h. The Deputy Head consults with Labour Relations. 18.

ca/policy/hrm/0700 .Discipline/701/default.gov.hr. Performance Development System Last Updated: October 2006 Online Edition URI: http://www. Employees on Probation Section 1004. Suspension Pending Investigation Section 705.Employee Discipline Human Resource Manual Section 109.nt. Screening Applicants Section 702.htm .701 . Pay Increments Section 1406.251 - . Casual Employees Section 703.

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Probation means a period of six months for positions at pay level 12 or lower. 9. Transfer means the appointment of an employee to a new position that is evaluated within the same pay range as the employee’s former position. incompetence or unsuitability. Rejection on Probation of a promoted or transferred employee is removal of the employee from the new position.. seeking advance approval for all absences). 8. Standards of Particular Conduct are established work rules or orders set out by the Employer (e. If an employee is unable meet performance standards. taking coffee breaks according to a rotational schedule. rejection on probation may be considered.Employees on Probation Introduction 1. activity and behaviour that generally require no set rules to ensure compliance that an individual ought reasonably to have known (e. Labour Relations is a unit of the Employee Relations division of the Department of Human Resources. Management and Recruitment Services is the Management and Recruitment Services division of the Department of Human Resources.. Application 1. Promotion means the appointment of an employee to a new position that is evaluated at a higher pay range than the employee’s former position. 7. and returning the employee to a position similar to the one from which the employee was transferred or promoted. except those employed by the NWT Power Corporation. corrective action must be taken.Employees on Probation 702 . 5. 6. Standards of General Conduct are accepted forms of performance.702 . 2. When an employee's performance or behaviour is unsatisfactory.253 - . These guidelines and procedures apply to employees on probation. Rejection on Probation of a new employee is termination of employment prior to the expiry of the probation period for misconduct. Definitions 1. 4. a period of one year for positions at pay level 13 or higher. . and six months when promoted or transferred. treating co-workers and clients with respect). 3. The purpose of a probationary period is to provide the Employer an opportunity to assess the suitability and competency of the employee and to provide an opportunity for the employee to adapt to the work. dressing appropriately. Employee performance and behaviour is expected to contribute toward the achievement of the organization's goals and objectives.g.g.

9. Prior to any such disciplinary meeting taking place. Interviews involving discipline must be held in private. It is inappropriate to allow other employees to witness the discipline of a co-worker.Employee Discipline1). performance.e. 4. 8. c. 6. This does not apply to casuals. a letter of suspension or discharge is given and this issue is to be discussed with the employee.hr. unsuitability or incompetence. he/she is placed on probation. Disciplinary action should only be taken after the employee has an opportunity to provide an explanation for the behaviour. When standards of conduct are breached or if any concerns (i. and 1. explain how the employee can correct performance. An employee who does not successfully complete the probationary period on transfer or promotion due to misconduct may be terminated for cause.gov. every reasonable effort is taken to appoint him/her to a position comparable to the one from which he/she was transferred or promoted. Discipline should be applied progressively. 5. 2. it may result in suspension or discharge. The manager informs an employee on probation of the standards of particular conduct which apply to the workplace. 7. http://www. The progressive discipline process may be accelerated for an employee on probation resulting in rejection on probation without all the progressive discipline steps having been taken (see Section 701. an employee who is a member of the Union of Northern Workers (UNW) must receive 24 hours advance notice of the right to Union representation if: a.htm .nt. The manager must inform an employee on probation of the standards of particular conduct that apply in the workplace. The manager meets with the employee in order to: a. An employee who is appointed to a position that has the same duties as his/her previous position will not serve an additional probationary period. attendance.254 - . 2.ca/policy/hrm/0700%20-%20Discipline/701/default. b. The manager meets regularly with an employee on probation to review the employee’s performance and management expectations. and/ b. Procedures 1. An employee may be rejected on probation for misconduct. the manager initiates corrective action. 10. Employees on probation may be disciplined for breaching standards of general conduct or standards of particular conduct. A meeting should be held with the employee for this purpose. 3. When an employee is first appointed to or promoted within the Public Service.Human Resources Manual Guidelines 1. attitude and/or ability) arise during the employee's period of probation. explain the areas where the employee's performance is deficient. set the time limits for the corrective action. If an employee does not successfully complete his/her probationary period on transfer or promotion.

255 - . If rejection on probation is deemed to be appropriate. Probation Collective Agreement with NWTTA Article 18.01 (z). Probation Section 21. The Deputy Head informs the employee in writing4 of his/her decision and copies the Manager.06. http://www.hr.Employees on Probation d.ca/policy/hrm/0700%20-%20Discipline/702/documents/RecommendationofRejectiononProbation. Management and Recruitment Services consults with Labour Relations and prepares the recommendation and all supporting documentation for the Deputy Head’s signature. 3. and apply lesser discipline or no discipline. The Deputy Head considers all relevant information. To determine the appropriate course of action.gov.nt.gov. 5. and makes a decision to reject the employee on probation.gov. Authorities and References Public Service Act Section 20.02 .. 8.18. Probation Senior Managers' Handbook Probation Excluded Employees' Handbook Probation 2. 6.doc . Dismissal Main Collective Agreement with UNW Article 2. the manager contacts Management and Recruitment Services. If the employee's performance continues to be sub-standard the manager can recommend rejection on probation2. unsuitability or incompetence. including the employee’s submission and the advice of Management and Recruitment Services. 4.ca/policy/hrm/0700%20-%20Discipline/702/documents/RejectiononProbation. http://www. Notice of Termination.nt.nt.702 .54. the Deputy Head notifies the employee 3of the recommendation to reject on probation. The Deputy Head gives the employee five days to prepare a written submission as to why the employee should not be dismissed or rejected on probation.hr.doc 3. Management and Recruitment Services requests pay action and places the notice of dismissal on employee's personnel file. 7. the manager may apply discipline for misconduct.hr. The Deputy Head reviews the recommendation and supporting documentation to determine if dismissal is appropriate. Rejection Public Service Regulations Section 4.ca/policy/hrm/0700%20-%20Discipline/702/documents/NoticeofRejection. dismiss for cause. Labour Relations and the employee’s personnel file.doc 4. explain that if the employee's performance does not meet the required standard. http://www. and may consider rejection on probation for misconduct. Probation Education Act Section 53 .

ca/policy/hrm/0700 .Discipline/702/default.Human Resources Manual Last Updated: October 2006 Online Edition URI: http://www.hr.htm .nt.gov.256 - .

Employee Relations Investigator is one or more investigators directed by the Department of Human Resources to assist with an investigation into workplace issues. 2. Board or Agency or Government. The Deputy Head may suspend an employee with pay for up to 30 days. Suspension Pending Investigation is the temporary removal with pay of an employee from the employee’s place of duty to facilitate an investigation into allegations of misconduct or incompetence.703 . A suspension pending investigation is imposed when an employee is alleged to be guilty of misconduct or incompetence and the Deputy Head considers it desirable to remove the employee in order to investigate the allegations. This authority has been delegated to Deputy Heads. at the employer’s discretion. Definitions 1. the Minister of Human Resources can suspend an employee up to 60 days pending investigation. The Government may investigate allegations of incompetence or misconduct of an employee. Management and Recruitment Services is the Management and Recruitment Services division of the Department of Human Resources. Guidelines 1. 3. 6. or • when the alleged actions interfere with the mandate of the Department. 4. Under Section 55 of the Education Act. 5. These guidelines and procedures apply to all employees. Application 1. Suspension pending investigation is considered when: • an employee’s continued attendance in the workplace may hinder the investigation. of an individual’s employment in a Public Service position for cause. Under Section 30 of the Public Service Act.Suspension Pending Investigation 703 .Suspension Pending Investigation Introduction 1. a Superintendent of Education has the dual authority to suspend a teacher to investigate an allegation of misconduct or incompetence. except those employed by the NWT Power Corporation. Dismissal is the termination.257 - . • the employee’s continued attendance presents a risk to the employee or others. 3. 4. Audit Bureau is a division of the Financial Management Board Secretariat. 2. either by damage to reputation or otherwise. . Labour Relations is a unit of the Corporate Human Resource Services division of the Department of Human Resources.

5. and b. 6. 8. If the Deputy Head believes the employee is guilty of misconduct or incompetence. Prior to any meeting taking place. it may result in a dismissal or suspension. 7.258 - . The investigator(s) may also need to speak to witnesses. the Deputy Head terminates the suspension and re-instates the employee. If the Deputy Head decides that a suspension is in order. in consultation with Management and Recruitment Services. an employee who is a member of the UNW must receive 24 hours advance notice of the right to Union representation if: a. 10. This reporting is required irrespective of a suspension pending investigation or disciplinary procedures. Board or Agency investigates the alleged misconduct or incompetence as quickly and thoroughly as possible. the appropriate discipline to apply. The employee's Department. the Deputy Head informs the employee in writing.gov.nt. visit sites and review documents.doc 2. the Deputy Head will determine. In some cases. Board or Agency investigate. The Deputy Head may extend the suspension up to a further 30 days if further investigation is necessary. Board or Agency may need more time to investigate. the employee's supervisor may recommend suspension pending investigation1 to the Deputy Head. The total period of suspension pending investigation may not exceed 60 days. The investigation report is usually provided to the Deputy Head. The employee is responsible for providing contact information to his/her supervisor and Management and Recruitment Services. 2. 1. 7. 4. 6.ca/policy/hrm/0700%20-%20Discipline/703/documents/RecommendationofSuspension. http://www.ca/policy/hrm/0700%20-%20Discipline/703/documents/NoticeofSuspensionwithPay. If the Deputy Head determines that the employee is innocent of misconduct or incompetence. Management and Recruitment Services places a copy of the letter on the employee’s personnel file. Investigator(s) or the Audit Bureau (in cases where fraud is suspected) may help the Department. a letter of suspension or dismissal is delivered and the misconduct is to be discussed with the employee. The investigator(s) must complete the investigation and write a report no later than one week before the suspension expires. If the Deputy Head extends a suspension.hr. Under the Financial Administration Act.hr. Supporting rationale and information must accompany this recommendation. 9. 3. Procedures 1. if any. the employing Department. When an employee is accused of misconduct.Human Resources Manual 5. the Department. Board or Agency must report suspected theft of Government property or funds to the Comptroller General.gov.nt. The Deputy Head may extend the suspension for a further 30 days.doc . http://www. the Deputy Head informs the employee in writing (notice of suspension2). Extensions are only applied in unusual circumstances. An employee on suspension pending investigation must be available for interviews throughout the entire suspension period. The Deputy Head consults with Management and Recruitment Services to determine if a suspension pending investigation is appropriate. The investigator(s) meet with the employee to hear the employee's version of the incident.

Misconduct or Incompetence Section 30. Suspension where allegation of misconduct.nt.Suspension Pending Investigation Authorities and References NWT Public Service Act Section 29.gov.ca/policy/hrm/0700 .259 - . incompetence Last Updated: October 2006 Online Edition URI: http://www.703 . Suspension Education Act Section 55.hr.htm .Discipline/703/default.

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actions damaging the reputation of the Government of the Northwest Territories (GNWT). except those employed by the NWT Power Corporation. The public must have confidence in the integrity of the Public Service. Some examples are insubordination. and actions threatening the safety of employees. These guidelines and procedures apply to all employees. Investigation is a process used to determine the facts and deliver findings based on a balance of probabilities. Balance of Probabilities is a measure of proof in civil proceedings that requires establishing a case based on the greater weight of evidence.Investigations 704 . Complainant is an individual who makes an allegation against another. illegal activity. Confidential information is not absolutely secret information. Bullying is behaviour that attacks a person’s dignity.704 . and given a reasonable opportunity to respond to the allegations.Investigations Introduction 1. Application 1. Due Process means that individuals are entitled to procedural fairness. this can range from a single meeting with an employee whose alleged behaviour is under review to a series of formal interviews with a number of individuals. torments or causes personal humiliation to someone and to which the other person ought to have reasonably known would have such an effect.261 - . 6. Burden of Proof means an obligation to prove one’s case by establishing the facts in dispute. When an employee's conduct is called into question. belittles. including the right to be presented with the allegations made. . Misconduct encompasses an inexhaustible list of behaviours. 7. The fact that the RCMP is carrying out a criminal investigation does not absolve the government of its responsibility to carry out its own parallel investigation to determine facts and make findings. the Employer has the right and responsibility to investigate alleged incompetence or misconduct that impacts an employee’s role as a public servant. Depending on the complexity of issues and other circumstances. 3. 8. 4. Definitions 1. fraudulent behavior. Bullying includes abuses of authority. Confidential Information is shared with individuals who are duly authorized or entitled to the information in the course of their duties or as a fulfillment of due process. shown the evidence against him/her. An employer’s burden of proof differs from that of the criminal justice system. 9. harassment. 2. breach of the code of conduct. clients and/or the public. Misconduct is violation of a standard or law. It is conduct that demeans. Parallel Investigation is a separate investigation done by the GNWT at the same time that the Royal Canadian Mounted Police (RCMP) or other investigating body is doing an investigation into the same incident. Management Investigation is an investigation into events or behaviours that warrant investigation but do not fit within the mandate of the Workplace Conflict Resolution Policy (WCRP). 10. integrity and self-esteem. 5.

the Employer.Human Resources Manual 11. The Employer must base its decision on the information gathered by. Respondent is an individual whom an allegation of wrongdoing has been made against. or on behalf of. 5. Guidelines 0. his/her attendance at the interview is mandatory. as appropriate. 4. however. All allegations or suspicions of theft or misappropriation of government resources must be reported to the Comptroller General who advises the Audit Bureau and. 6. this is not feasible. If an employee is called to attend as a witness to an allegation. there will be two individuals representing the Employer at all meetings. All allegations of harassing or bullying behaviour must be dealt with as soon as it comes to the attention of the Employer. WCRP investigation reports will be keep the names of witnesses confidential. whether or not a formal complaint is made. Confidential information must not be shared with individuals who are not duly authorized to have access to the information. The Department of Human Resources is responsible for all costs associated with WCRP investigations. the RCMP. . An employee must notify his/her Deputy Head of any on. Board. Authority or Agency depends on the nature of the allegation. The approach of the Deputy Head in each Department. An employee on suspension pending investigation must be available for interviews throughout the entire suspension period. WCRP complaints must be dealt with immediately according to the process set out in the policy. 10. territorial or provincial legislation that may require the employee to appear before a Judge or Justice of the Peace. Workplace Conflict Resolution Policy is a GNWT policy that addresses harassment and abuse of authority. which sets out rights and responsibilities of everyone in the workplace and various processes for resolving these types of workplace conflicts. from time to time. Each set of notes must be signed and dated by the note taker. Staff Investigator refers to the investigator position within the Department of Human Resources. 1. 2. The Deputy Head may wish to consult with the Department of Human Resources as to how to proceed. 3. In any investigation the comments of witnesses may ultimately be disclosed to the complainant and respondent. Involvement of the RCMP does not absolve the Employer from its responsibility to investigate complaints or allegations as quickly and thoroughly as possible. Persons investigating an incident must take notes during each meeting. 8. Employees whose conduct is being investigated have the right to due process including a thorough. Problem solving or mediation is always the preferred option. 13. 12. The Workers’ Compensation Board is responsible for carrying out and paying for its own investigations. 12.262 - . or any other federal. fair and timely investigation. 7. 9. ultimate disclosure of the information may be legally required. 11. The outcome of a RCMP investigation and the criminal court process has little effect on the Employer’s obligation to investigate. however. All individuals interviewed during an investigation must keep their knowledge of events and of the investigation confidential. unless the Deputy Head specifically asks that it be investigated by contracted services. In most investigations.or off-duty conduct for which he or she is being investigated or charged under the Criminal Code of Canada.

or Authority 0. Board. Investigators gather relevant information. In most situations. Generally. 1. The supervisor reaches a conclusion as to what has occurred. Depending on the information gathered. the staff investigator will require a departmental staff member to assist with the investigation. and c. clients and/or members of the public. Management and Recruitment Services will provide assistance and advice. The staff investigator contacts the employee to arrange an interview. 5. The Deputy Head must be satisfied that the conclusions are sound before making any decisions. 6. 4. b. The staff investigator drafts terms of reference outlining the parameters of the investigation for Deputy Head approval and signature. An employee who is a member of the Union of Northern Workers (UNW) must be given 24 hours advance notice of the right to Union representation prior to any meeting if it could lead to a suspension or termination. including other employees. the Department of Human Resources will be consulted to: a. Detailed notes are taken at all meetings. 3. the Director will authorize the staff investigator to proceed. Where appropriate. subsequent meetings with the employee might be required. may be necessary. When an issue comes to the attention of management. 3. including other employees. Management and Recruitment Services may consult with Labour Relations and/or the staff investigator at any time prior to or during the investigation. identify any steps. All terminations require consultation with Labour Relations (see Section 701. Misconduct or Management Issue Investigated by Staff Investigator 0. The Deputy Head will consult with Management and Recruitment Services on the appropriate disciplinary action. The evidence. determine the appropriate fact-finding steps.Employee Discipline). Where a Deputy Head. 5. Detailed notes are taken at all . if necessary. has reason to believe the investigation services of the staff investigator are needed. The supervisor gathers relevant information. based on a balance of probabilities. Interviews with other individuals. may be necessary. 1. upon consultation with Management and Recruitment Services. co-workers or the public. An employee who is a member of the UNW must be given 24 hours advance notice of the right to Union representation prior to any meeting if it could lead to a suspension or termination.263 - . 2. 2. the employee’s supervisor schedules a meeting with the employee. he/she consults with the Director of HR Strategy and Policy. clients. Interviews with other individuals. The purpose of the meeting is to make the employee aware of the issue and to get the employee’s response to the allegations or suspicions. assess if the issue is serious enough to warrant suspension pending investigation. if necessary.Investigations Procedures Misconduct or Management Issue Investigated by Department. 4. The employee must be provided an opportunity to respond to all allegations and evidence gathered. The Deputy Head notifies the employee that an investigation is being conducted. clients and/or members of the public.704 . to ensure safety of employees. if any. determining factors and conclusions are provided to the Deputy Head in writing.

respondent. and generate interviewee statements.Employee Discipline). An employee who is a member of the UNW must be given 24 hours advance notice of the right to Union representation prior to any meeting if it could lead to a suspension or termination. summary of facts. Hearsay evidence. The Deputy Head will inform the complainant and respondent separately of the report findings. Labour Relations must be consulted when terminations are considered (see Section 701. 1. All parties will be provided their rights and responsibilities. a full-scale investigation will be conducted.Human Resources Manual meetings. if any. The employee must be provided an opportunity to respond to all allegations and evidence gathered. 6. The complainant and respondent will be provided the opportunity to be accompanied by another person. Complaints investigated under the Workplace Conflict Resolution Policy (WCRP) 0. respondent and witnesses. if any. draft terms of reference. 7. Investigators will take notes during all interviews. The Deputy Head must be satisfied that the findings are sound before making any decisions. The report will not contain recommendations. All material gathered during the investigation. When it is not possible to resolve a valid WCRP complaint through discussion or mediation. 11. The Deputy Head must be satisfied that the findings are sound before making any decisions. The Deputy Head will consult with Management and Recruitment Services on the appropriate disciplinary action. The Deputy Head will consult with Management ad Recruitment Services on the appropriate disciplinary action. . analysis and findings will be submitted to the Deputy Head in a written report. The Deputy Head may require verbal updates of the investigation. The Deputy Head upon receipt of a written WCRP complaint forwards it to the Director. The evidence that is used to form the basis of the report will be limited to facts that are within the direct knowledge of witnesses.Employee Discipline). 7. complainant.264 - . 2. witnesses) are provided an opportunity to review and sign as to the accuracy of their statement and to make corrections before signing. An investigation may be re-opened if any new and relevant information surfaces that was not considered during the original investigation or if a reprisal is alleged to have occurred. Labour Relations must be consulted when terminations are considered (see Section 701. the staff investigator will find a second investigator. 10. un-substantiated by others. including interview notes and signed statements are kept in a secure. 8. 4. Investigators will interview the complainant. This is followed up by a written report that includes allegations. separate file with the Investigator. 6. 9. per the provisions of the policy. including a Union representative during their interviews. All interviewees (complainant. facts. The Deputy Head will make a decision based on the report and other relevant considerations. and respondent. or beliefs of the interviewees will not be included in the report or in determining findings. HR Strategy and Policy. analysis and findings. Only documentation relating to disciplinary action will be documented on the personnel file of the complainant or respondent. 5. (see WCRP). for review to ensure the complaint meets the mandate of the policy and that there is sufficient evidence to proceed. The allegations. 3. Investigators do not make recommendations. Once it is determined that an investigation is warranted. and notify the complainant and respondent.

ca/policy/hrm/0700 . incompetence Main Collective Agreement with the UNW Article 37. Employees on Probation Section 703.704 . Employee Discipline Section 702. Dismissal Human Resource Manual Section 701. Suspension Pending Investigation Code of Conduct Workplace Conflict Resolution Policy Last Updated: January 2008 Online Edition URI: http://www. Misconduct or Incompetence Section 30.hr. Adjustment of Disputes Collective Agreement with the NWTTA Article 18.07 – 18.09.Investigations Authorities and References NWT Public Service Act Section 29.htm .nt. Suspension Education Act Section 55.gov.Discipline/704/default.265 - . Suspension where allegation of misconduct.

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0800 .Leave .

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An employee is responsible for understanding the type of leave set out in the terms and conditions of his/her employment with the Public Service. The employee is required to request leave and to provide an indication of the expected length of the absence. Conditional approval is based on the information available at the time that leave is requested. or . Guidelines 1.General 801 . 3. except relief employees and those employed by the NWT Power Corporation. or appointments with school authorities during working hours. 5. employees’ handbooks. Definitions 1. dentist. HRIS (PeopleSoft) is the Human Resource Information System. b. Terms and conditions of employment include information found in collective agreements. One type of leave cannot be substituted for another type of leave except in exceptional circumstances. 3. Time off for voting in a federal. Various types of leave (time off) are granted to Government employees.Leave . 2. approved by the Deputy Minister of the Department of Human Resources. An employee who is unable to report to duty and work is required to call his/her supervisor or designate. An employee is expected to report to duty and work unless on authorized leave. 4. For example. c. at the start of the workday. personally. if an employee calls in sick and upon return to work finds he/she does not have enough sick leave credits. such as local winter festivals. Management and Recruitment Services is the Management and Recruitment Services division of the Department of Human Resources.801 . These guidelines and procedures apply to all employees. the Code of Conduct and the Public Service Act and regulations. An employee is required to complete an application for leave for all leave or time off other than the following: a.269 - . In some instances. Time off for special occasions. he/she cannot request annual leave.General Introduction 1. Casual leave of less than two hours to attend an appointment with a doctor.Leave . An employee who is unsure of what leave he/she is entitled to should speak to his/her supervisor or Management and Recruitment Services team member. Conditional approval of leave is not a guarantee that full approval will be granted when complete facts are known. territorial or municipal election. Application 1. The leave will be taken as sick leave without pay (SLWOP). Request for Time Off Work is the form to be used to request time off work. 2. lawyer. leave may be conditionally approved.

). Union leave. Vacation leave (including winter bonus days).gov. Verbal approval must be sought at the earliest reasonable opportunity.e. b. Any change in a previously approved leave after the leave has started. Court leave. Sick leave. d. The employee discusses the request for leave with the supervisor. or c. d. http://www. e. and 1. special leave for the death of a relative or special leave for illness of a relative. The employee and the immediate supervisor are jointly responsible for the completion and authorization of a request for leave for: a. Mandatory leave without pay if the employee is in a non-continuous position. sick and special leave credits each fiscal year. This should be done as far in advance as possible so that the supervisor can plan for operational requirements and service delivery during the employee's absence 2.nt. An employee is entitled to be paid for authorized leave in the following circumstances: a.270 - . h.Human Resources Manual d. b. The supervisor as appropriate (i. Sick leave (including medical travel leave). Special leave. 8.. Work-related training leave. emergency leave. the employee's immediate supervisor is normally the individual who may approve leave. Time off in lieu of overtime payment. c. e. Except where otherwise established in these guidelines and subject to departmental practice. c. b. g. f. 6. and i.. 7. etc. Restoration of leave when recalled from vacation leave. employee has enough leave credits) approves the following types of leave: a. Special leave. Winter bonus days. Annual leave. Procedures 1. Eligible employees earn annual.g. Time off in lieu of overtime pay. Leave taken without prior (verbal) approval (e. Injury-on-duty leave.ca/intranet/peoplesoft/ . The employee records the actual hours of leave requested into PeopleSoft self-service as per the instructions found on the Department of Human Resources Intranet1 3. Medical travel time.hr. Entry into PeopleSoft self-service must be completed immediately after the employee returns from leave.

Leave without pay greater than five days. 6. 14. 8. e. d. The following leave must be submitted to the appropriate Management and Recruitment client service centre for processing a. The leave administrator enters the leave taken into the HRIS. (1) . Employees are required to confirm their agreement of the balance by June 30. sick and vacation leave credits as of the 31st day of March. leave to lecture in a field of employment. Leaves of Absence Main Collective Agreement with UNW Article 17. During the month of May in each year.. the leave administrator distributes it as noted on the three-part form. Maternity leave.40.801 . b. Other leave with pay (i. the departmental designate will contact the employee and explain the reason for the denial or modification.General f.Leave . When leave is denied or modified. 5. Court leave 4.General Collective Agreement with NWTTA Article 13. or firefighting and Civil Air Search and Rescue). Deferred salary leave plan. 7. or raise specific concerns with the Department of Human Resources Authorities and References Public Service Regulations Section 22 . When the form is approved. the appropriate departmental designate completes the approval. the Employer shall inform each employee in writing of the balance of his/her special. sporting events. Injury-on-duty leave. Union business. Adoption leave. Upon receipt of the verified Request for Time Off Work. c. Parental leave. and h.271 - . g. (1) Canada Elections Act Section 132. f. Leave . Civic leave.e. 15 Senior Managers' Handbook Leave Excluded Employees' Handbook Leave Northwest Territories Elections Act Section 123.

Human Resources Manual Human Resource Manual Section 508 – Relief Workers Last Updated: October 2010 Online Edition URI: http://www.Leave/801/default.272 - .hr.gov.htm .ca/policy/hrm/0800 .nt.

Attendance 802 . except those employed by the NWT Power Corporation. HRIS is the Human Resource Information System. Guidelines 1.273 - . Definitions 1.Attendance Introduction 1. When an employee's attendance is unsatisfactory. The Employer has a right and responsibility to know where employees are during scheduled hours of work. corrective action must be taken. managers must consider the circumstances of each absence: • Was the absence longer than "just a few minutes"? • Was it within the employee's control? • Could it have been anticipated. Absent Without Leave (AWOL) means an employee's unauthorized absence from the workplace during scheduled hours of work. The request must include a reason for the absence and an estimate of the duration of the absence. avoided or reduced? • Was it disruptive to operations? • Is the employee absent frequently? • Is there a pattern to the absences? . 2. Unscheduled Absence means an employee's absence from the workplace. These guidelines and procedures apply to all employees. Managers may require employees to submit their requests in writing. An employee must request authorization of any unscheduled absence as soon as reasonably possible after learning that the absence will occur. which has not been authorized in advance. 2. 3. 4. Employees must attend work during their regularly scheduled hours of work. 3. Employees must attend work regularly and on time. Application 1.802 . Managers must be fair and reasonable in determining whether any unscheduled absence from the workplace will be authorized. It is a breach of the standard of conduct expected of Public Service employees. To ensure fair treatment of an unscheduled absence.

completes the applicable paperwork. The employee verbally requests the manager's authorization of any unscheduled absence. from the workplace. The attendance registers will record the attendance and absences of each employee.274 - . appropriate deductions may be made from the employee's pay. The employee's pay shall be reduced to reflect the time away from work. The designated attendance register monitor ensures the attendance register is: 1. Procedures 1. "Yes" responses may point to attendance/punctuality problems. 3. the employee may be permitted to make up the time outside of regularly scheduled hours of work. Where the employee is absent without leave or is late. If unauthorized leave is taken. including lateness. it is reasonable to authorize leave to cover the absence.hr. Board or Agency. 5. 3.Human Resources Manual • Is it a repeated absence for the same reason? • Is it a repeated absence within a short time? • Is the employee's explanation for the absence unreasonable? If the answer to all of these questions is "No". Attendance Registers 1.nt. corrective action will be taken for the breach of a standard of conduct in accordance with the guidelines and procedures outlined in Section 701 . 2.Employee Discipline of the Human Resource Manual. 4. Employee attendance records are kept and disposed of by the Department of Human Resources in accordance with the relevant Records Disposition Authority. If authorized as AWOL and unpaid leave: a. if they are a self-service exempt employee. The employee's pay will be reduced to reflect the unauthorized time away from work. The manager may ask for the request in writing. Authorization of leave to cover the time away from work will be granted only if the Employer deems the absence reasonable and unavoidable. Attendance Registers 1.gov. or b. 2. 2. Employees shall sign the attendance register at the end of each month to verify accuracy. Deputy Heads ensure that attendance registers are maintained for employees in their Department. 3. The manager will consider the request and determine whether leave will be authorized to cover the absence. 1. At the employee's request and the manager’s discretion. at straight time. http://www. If authorized as paid leave.htm . Absence without leave is subject to disciplinary action.ca/intranet/peoplesoft/default. the employee records the actual hours of leave requested into HRIS as per the instructions found on the Department of Human Resources Intranet1 or.

etc. Filled in on a daily basis. b. notification of meetings for civic leave.802 . Provided to employees at the end of each month for review.e. Signed by the employee to verify accuracy. c.nt.01 – Hours of Work – General Collective Agreement with the NWTTA Article 11 – Duties and Responsibilities Excluded Employees Handbook Hours of Work Last Updated: October 2007 Online Edition URI: http://www.Attendance a.275 - . jury summons for court leave. and d.Leave/802/default.. Authorities and References Public Service Regulations Section 15 Main Collective Agreement with UNW Article 22. Completed attendance registers are forwarded to the Department of Human Resources by the first week of the next month. sick notes where required. 2. Applicable document are attached (i.ca/policy/hrm/0800 .).htm .hr.gov.

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Duty to accommodate means the Employer’s obligation to modify work or find alternative work for employees who are disabled or have disabling medical conditions.Attendance Management Introduction 1. The prognosis also provides information respecting when and under what circumstances the employee might return to work or continue to remain at work. 5. Guidelines Employee Responsibilities 1.e.Attendance Management 802a . Special leave for the purpose of caring for immediate family protects an employee’s income when an employee must care for family members. ill. 3. 6. getting someone else to call. personally. The Employer must make every reasonable effort to accommodate employees. Managing the use of authorized and unauthorized leave is the responsibility of a manager. Innocent absenteeism is legitimate absence from the workplace for reasons beyond an employee’s control. Medical prognosis is a statement from a medical practitioner. . Sleeping in.) are required to call their manager or designate. 2. These guidelines and procedures apply to all employees. Employees who are unable to report to duty and work (i. The duty to accommodate stems from Human Rights legislation that bans discrimination on the basis of disability and other prohibited grounds.. not having a phone. are not valid reasons for not calling the manager.. except relief employees and those employed by the NWT Power Corporation. 4.277 - . late.802a . etc. no babysitter. at the start of the workday. Definitions 1. etc. usually children. An employee is expected to report to duty and work unless on authorized leave. The medical prognosis does not provide detailed information respecting the condition but provides the employee’s medically endorsed precautions and capabilities. which outlines the long or short-term impact of the employee’s medical condition on the employee’s ability to carry out all or some duties. to the point of undue hardship. Sick leave is intended to protect an employee’s income when s/he is incapable of performing their duties due to non-occupational illness or injury. 7. Employees are required to request approval of the leave and to provide an indication of the expected length of the absence. Request for Time Off Work is the form to be used to request time off work. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. Application 1.

4.ca/policy/hrm/0700%20-%20Discipline/701/default. Prior to denying sick leave or sick leave without pay.e. For example. Employees who are absent from work due to illness or injury for a lengthy period (20 working days or more) must maintain contact with their manager on a regular basis (at least once a month). http://www. and d.nt. The employee is encouraged to use the Employee Family Assistance Program (EFAP).Employee Discipline1). being late or frequently away from the office makes it difficult to plan operational requirements. misses every other Monday morning) become evident by an individual employee. 6. the manager is responsible for consulting with Management and Recruitment Services and conducting a review of the facts pertinent to the matter.e. which may lead to disciplinary action (See Section 701 . Manager Responsibilities 1.gov.hr. c. it is the employee’s responsibility to contact the manager at the start of the work day. Failing to personally seek approval for lateness or request sick/special leave may result in employees being recorded as absent without approved leave. the manager will discuss the attendance issue with the employee. French: 1-800-361-5676).htm . Managers are responsible for following up with employees who have been absent to ensure that Request for Time Off Work forms are filled out and submitted within three working days of an employee’s return to work. The failure to submit a leave application in a timely fashion may also result in the time off being recorded as absent without approved leave. b. or follow-up personally to ensure that absences are accounted for. Managers will interview employees when they return to work from a lengthy absence due to illness or if the length. 1. Managers approve the granting of leave subject to the terms and conditions of employment where there is reason to believe that the request for leave is a valid one. 3. Lengthy absence without apparent illness.Human Resources Manual 2. This should include providing the employee the toll-free number for EFAP (English: 1-800-387-4765. 5. managers may send an e-mail reminder to employees. The manager reminds the employee: a. Immediately upon returning to work. 7. late 20 minutes every other morning) or leave usage (i. 2. overuse of a leave benefit might result in future hardship in the event of a family emergency or serious injury.278 - . particularly if the attendance problem is due to a personal or work issue. Where an employee’s attendance or leave use is higher than average or patterned or where an employee is not communicating the required information to the manager at the start of the workday. Managers reconsider the approval of sick leave where there is evidence that employees have been involved in activities that are inconsistent with their being too ill to work such as participation in recreational activities or working elsewhere while off work due to illness. Failure to maintain contact may be viewed as insubordinate behaviour and subject to disciplinary measures. 4. being late or frequently away from the office causes inconvenience for fellow employees. the employee is required to complete a Request for Time Off Work form indicating the number of hours of leave requested. An employee is not required to reveal the nature of personal issues to the manager. frequency or pattern of sick leave absences is unusual or inappropriate. 3. Indicators of inappropriate use include: a. Managers monitor the use of leave and act appropriately according to the circumstances when unusual attendance patterns (i.

11.802a . Use of all or most sick leave as it is accumulated. A time frame for improvement and monitoring will be outlined. Where an employee’s sick and/or special leave use is higher than average or patterned. Sick Leave Main Collective Agreement with UNW Article 20. A time limit is given and the letter specifically asks for information as to when employees can be expected to return to work and what duties they will be able to carry out upon return.06 (2). may request that the employee provide a medical prognosis to determine if the Employer needs to take action to support the return to work of the employee or to accommodate the employee’s medical situation upon their return. the requirement for medical certification will be removed. 8. Use of sick leave that exceeds the average. Sick Leave Article 19. after consultation with Management and Recruitment Services. The manager also informs employees that where expectations are not met. That sick leave is an Employer funded benefit. 9. he or she may direct in writing that employees provide timely medical certification for future absences due to illness. a manager. Authorities and References Public Service Regulations Section 25-29.279 - . The manager will also notify the employee that failure to bring sick and/or special leave usage within the norm may result in a recommendation for termination for innocent absenteeism as a result of frustration of the employment contract. 12. d. further action may be taken. Where a lengthy period of sick leave is requested or where an above average amount of sick leave is used. the manager explains why the medical prognosis is being requested and provides additional information for the employee to relate to their physician that might be pertinent to the situation (such as copy of the employee’s job description). due to a medical condition. the manager outlines specific attendance and reporting expectations and a timeframe in which these expectations are to be addressed. During such interviews the manager reminds employees: a. and e. Sick Leave . Of the cumulative amount of sick leave used by the employee. In requiring a medical prognosis. Where a manager considers there to be a demonstrated and reasonable basis for doing so. c. That overuse of the benefit might result in future hardship in the event of a serious illness or injury. 10. That the use of sick leave causes inconvenience for fellow employees. Special Leave Collective Agreement with NWTTA Article 14. the manager will notify the employee in writing of the need to bring their sick and/or special leave usage within the average. b. and d. and after consultation with Management and Recruitment Services. Where expectations are met. Where this is the case.Attendance Management b. c. Unusual attendance patterns (such as frequent illness on Fridays or Mondays). Use of sick leave when other leave is denied.

hr.htm .nt.Human Resources Manual Senior Managers' Handbook Sick Leave Excluded Employees' Handbook Sick Leave Human Resource Manual Section 806.gov.Leave/802a/default.280 - .ca/policy/hrm/0800 . Sick Leave Last Updated: October 2010 Online Edition URI: http://www.

gov.Medical Travel Leave3 Excluded Employees’ Handbook .Travel Time2 Senior Managers’ Handbook .hr.Leave/803/default.ca/policy/hrm/0800 .gov.htm http://www.Travel Time for Medical Treatment 803 .gov.ca/Agreements/NWTTA/article14/default. 4.ca/Agreements/MANAGERS/MEDICAL%20TRAVEL%20ASSISTANCE/ http://www. employees on leave without pay who do not remain in the Northwest Territories. http://www. Employees and supervisors work with the MTA Administrators for application of this benefit.ca/Agreements/UNW/article20/ http://www.Article 20.hr.nt.hr.10 -Travel Time1 Collective Agreement with the NWTTA .gov. substitute teachers. 2.htm 1.08 . and employees of the NWT Power Corporation.nt. Procedures 1. Last Updated: November 2012 Online Edition URI: http://www.nt. 3.nt.Article 14.hr.gov.ca/agreements/excluded/MEDICAL%20TRAVEL%20ASSISTANCE/ .Medical Travel Leave4 Application These entitlements do not apply to casual employees with a term of employment less than four months.281 - . seasonal employees during the seasonal layoff.nt.Travel Time for Medical Treatment Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Main Collective Agreement with the UNW .803 .hr.

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ca/Agreements/MANAGERS/LEAVE/DEFAULT.ca/Agreements/UNW/article17/ http://www.Vacation Leave3 Senior Managers’ Handbook .ca/Agreements/UNW/Article18/default.Leave .nt.hr.nt.Vacation Leave 804 .804 .Leave4 Application Vacation leave entitlements do not apply Relief employees.Leave/804/default.General 1 Article 18 .hr. community adult education instructors.gov.hr.nt.gov.gov.htm http://www.htm 1. college instructors or members of the Northwest Territories Teachers’ Association.Vacation Leave2 Excluded Employees’ Handbook . http://www.ca/policy/hrm/0800 .Vacation Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW: Article 17 .hr.nt.hr. 3.283 - . Last Updated: November 2012 Online Edition URI: http://www.HTM http://www.gov. 4.ca/Agreements/EXCLUDED/LEAVE/DEFAULT.HTM . 2.nt.gov. school year employees.

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ca/Agreements/EXCLUDED/LEAVE/DEFAULT.htm http://www.gov.ca/Agreements/MANAGERS/LEAVE/ http://www.05 .htm http://www.nt.nt. 2.nt.hr.ca/Agreements/UNW/Article18/default.ca/policy/hrm/0800 .htm 1.Leave/804a/default.Leave When an Employee Terminates2 Article A9. http://www. 3.gov.HTM .hr.285 - .ca/Agreements/UNW/Article18/default. 4.04 .Article A9.Vacation Leave4 Excluded Employees' Handbook .Vacation Leave5 Last Updated: November 2012 Online Edition URI: http://www.gov.02 (b) .hr. 5.Vacation Leave Payout 804a .Vacation Leave Payout Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW: Article 18.hr.804a .hr.gov.gov.hr.02 .Carry-Over Provisions1 Article 18.nt.nt.gov.Vacation Leave (Instructors)3 Senior Managers' Handbook .ca/Agreements/UNW/appendixa9/ http://www.nt.

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college instructors or members of the Northwest Territories Teachers’ Association.08 .ca/policy/hrm/0800%20-%20Leave/805/documents/WinterBonusDays20122016. but do not interrupt consecutive vacation leave days or vacation plus designated statutory holidays required for the entitlement to winter bonus days.nt.805 .gov. 2. Winter bonus days can be take in the last week of September.pdf http://www. 3. http://www.htm 1. 4. 3.nt. 2. Mandatory leave days are not counted when calculating the winter bonus day entitlement.hr.nt.ca/Agreements/UNW/Article18/default.gov.Winter Bonus Days3 Senior Managers’ Handbook .hr.htm http://www.Winter Bonus Days Responsible Unit: Labour Relations Last Updated: November 2012 Online Edition URI: http://www.Winter Bonus Day1 UNW Letter of Understanding – Winter Bonus Days 2012-20162 Excluded Employees’ Handbook . 2012 History: October 2007. school year employees.Winter Bonus Days4 Application These guidelines and procedures apply to all employees.hr. if they are followed by the qualifying vacation leave days or vacation plus designated statutory holidays liquidated in October.Winter Bonus Days 805 .ca/agreements/excluded/LEAVE/ http://www.hr. 805 .gov.hr.gov.Leave/805/default. About this section Effective Date: August 24.nt. Guidelines 1.ca/policy/hrm/0800 . Employees can take winter bonus days either immediately before or immediately after liquidating the required combination of five consecutive vacation leave days or vacation plus designated statutory holidays.nt.Article 18. Winter bonus days can be taken in the first week of April. community adult education instructors. if they are preceded by the qualifying vacation leave days or vacation plus designated paid holidays liquidated in March. except Relief employees.287 - .ca/Agreements/MANAGERS/LEAVE/ .gov.Winter Bonus Days Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW . 4.

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nt.806 .ca/Agreements/NWTTA/article14/ http://www.Leave General2 .htm http://www.ca/Agreements/UNW/Article17/default. 3.nt.ca/agreements/excluded/LEAVE/ http://www.htm 1.Article 14 .gov.nt.hr.ca/policy/hrm/0800 .Recruitment from Public Service of Canada. 4.289 - .Sick Leave 1 Article 17.Sick Leave3 Excluded Employees’ Handbook .Sick Leave5 Last Updated: November 2012 Online Edition URI: http://www.hr.ca/Agreements/MANAGERS/LEAVE/ .hr.gov.gov.04 .hr. 2. http://www.Sick Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW: Article 20 .gov.htm http://www.nt. credit for sick leave earned but not taken Collective Agreement with the NWTTA .ca/Agreements/UNW/Article20/default.hr.nt.Leave/806/default.Sick Leave4 Senior Managers’ Handbook . 5.nt.hr.Sick Leave 806 .gov.gov.

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Injury on Duty Leave (with pay)4 Last Updated: November 2012 Online Edition URI: http://www.gov.hr.ca/Agreements/NWTTA/article15/ http://www. 3.807 .hr.ca/Agreements/MANAGERS/LEAVE/ .02 .gov.02 .ca/Agreements/UNW/Article21/default.Injury on Duty Leave1 Collective Agreement with the NWTTA .nt. http://www.ca/agreements/excluded/LEAVE/ http://www.hr.htm http://www.Article 15. 2.Injury-on-Duty Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW .Leave/807/default.nt.nt.ca/policy/hrm/0800 .hr.Injury-on-Duty Leave 807 .291 - .nt.htm 1. 4.Article 21.nt.gov.gov.Injury on Duty Leave (with pay)3 Senior Managers’ Handbook .gov.hr.Injury-On-Duty Leave2 Excluded Employees’ Handbook .

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hr.04 . 2.gov.hr.hr.htm 1.gov.ca/agreements/excluded/LEAVE/ http://www.293 - .Maternity Leave 808 .Maternity Leave without Pay1 Collective Agreement with the NWTTA .ca/Agreements/NWTTA/article15/ http://www.ca/policy/hrm/0800 .gov.hr.nt.Leave/808/default. 3.nt.Maternity Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW .nt.gov.nt.04 .Maternity Leave without Pay4 Last Updated: November 2012 Online Edition URI: http://www.gov.hr.ca/Agreements/UNW/Article21/default.808 .Article 21.nt.Article 15.ca/Agreements/MANAGERS/LEAVE/ . http://www.htm http://www.Maternity Leave without Pay3 Senior Managers’ Handbook . 4.Maternity Leave2 Excluded Employees’ Handbook .

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nt.hr.nt.ca/Agreements/MANAGERS/LEAVE/ .Parental Leave2 Excluded Employees’ Handbook .ca/Agreements/UNW/Article21/default.gov.05 .hr.809 .Parental Leave without Pay3 Senior Managers’ Handbook .gov.hr.gov. http://www.ca/policy/hrm/0800 .ca/agreements/excluded/LEAVE/ http://www. 3. 2.Article 21.Parental Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW .05 . 4.ca/Agreements/NWTTA/article15/ http://www.Parental Leave without Pay1 Collective Agreement with the NWTTA .hr.Leave/809/default.Article 15.htm 1.Parental Leave without Pay4 Last Updated: November 2012 Online Edition URI: http://www.nt.295 - .hr.gov.htm http://www.nt.Parental Leave 809 .nt.gov.

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Civic Leave 810 . Civic leave can only be granted in situations where the employee has requested and received prior approval from the Deputy Head to be a member of the approved organization as required by the GNWT Code of Conduct. or attendance at various functions as a representative of an organization are not official functions. This is an exhaustive list.Civic Leave Introduction 1. public boards and committees. The Government allows eligible employees to attend treaty day celebrations. These guidelines and procedures apply to all employees. general assemblies. 4. seminars. 2. The Government allows employees to take time off from work to serve as members of community councils. an employee requests leave to attend official functions or meetings of the following public service organizations: . Application 1. 7. Public service organizations. For example. 5. 2. in-camera sessions or public hearings that have been organized and are directly related to the functioning of the organization and its core business. Employees do not earn civic leave credits.810 . Official functions. except casuals. Civic leave will be granted only where operational requirements permit the employee's absence. attending a meeting with a local business as a representative of the town council or as a representative of a band at a Water Board hearing or attending an annual conference is not appropriate use of civic leave. conferences or training on behalf of an identified organization. 6. 2. Deputy Head approval for involvement in civic activities does not guarantee approval of civic leave. Civic leave may be approved under the following circumstances: a. and those employed by the NWT Power Corporation. Employees are expected to make every reasonable effort to schedule civic duties outside of working hours. boards or aboriginal organizations mean those specifically identified in the guidelines section. 3. Civic leave is limited to 15 days per fiscal year per employee. An employee who is elected or appointed to the identified public service organizations may be permitted civic leave to participate in the official functions of these organizations. Definitions 1.297 - . Training sessions. Guidelines 1. Civic leave is NOT provided to attend official meetings. meetings or hearings mean minuted meetings.

NWT Association of Municipalities. Fort Smith Health and Social Services Board. iii. xi. iii. iv. town councils. xvi. community councils and community justice committees. (These organizations are encouraged to continue conducting meetings on weekends or after normal working hours). Inuvik Regional Health and Social Services Board. Social assistance appeal committees. ii. xiii. v. ii. Forest Fire Management Board. St. xvii. viii. Native Womens' Association of the NWT. Workers' Compensation Board. xix. NWT Friendship Centres. NWT Liquor Licensing Board. Native Communications Society of the Western NWT. v. Local education authorities and school boards (including the NWT School Trustees Association). Metis Nation. NWT Arts Advisory Council. xv. b. NWT Status of Women Council. Science Institute. v. city councils. iv. Tlicho Community Services Agency. John Ambulance. hamlet councils. vi. Apprentice and Tradesman Qualification Board. NWT Legal Services Board. Settlement councils. NWT Literacy Council Board. ii. x. Hay River Community Health Board. Stanton Territorial Health Board.Human Resources Manual i. band councils. an employee has been appointed to one of the following Public Service Boards and requests leave to attend hearings or official meetings: i. NWT Public Utilities Board. Caribou Management Board (Federal and Territorial Governments). Dehcho Health and Social Services Board. Dene Nation.298 - . xviii. xiv. an employee is an executive member or a board member of a native organization and requests leave to attend official meetings of the following organizations or their affiliates: i. iv. NWT Water Board. c. NWT Social Assistance Appeal Board. . xii. vii. ix. iii.

htm . Travel time required to participate in a function approved for civic leave is included in the civic leave entitlement. the employee is deemed to be "on-duty" when attending hearings. Where the employee will receive an honorarium equal to or greater than the daily rate of pay. Dene employees with treaty status who request one-half day leave per year to attend treaty day celebrations in their community. leave is granted with full pay. 2005 Last Updated: August 2006 Online Edition URI: http://www.gov. Civic Leave Directive Ministerial Direction Minister's Statement. letter from organization about board meeting).hr. Civic leave may be granted with or without pay depending upon the circumstances: a. e.. Authorities and References Executive Council Record of Recommendation 82-29-11. The Deputy Head approves or denies the request. 3. 8. A beneficiary is defined as a person enrolled as a participant in a land claim pursuant to the terms and conditions of eligibility stated in the claim's final agreement. NWT Native Arts & Crafts Society. 1991 Minister's Letter. Distribution of treaty cheques is considered a celebration. apply to activities related to civic leave. On the anniversary date their particular land claim was signed. 2. d. Where the employee is entitled to an honorarium which is less than the daily rate of pay. a copy of the Deputy Head's approval is sent to the appropriate pay office to ensure that the appropriate pay action is initiated. b.810 . under any circumstances. c.e. March 29. Duty travel does not.299 - .Leave/810/default. This applies when an employee must travel between the normal place of work and the destination.Civic Leave vi. An employee submits an application for civic leave with attached supporting documentation (i. Where an honorarium is not received. Procedures 1. civic leave is granted without pay. d. 9. June 25. employees who are land claim beneficiaries may request one day of leave per year to attend land claim celebrations in their community of residence.nt. For appointments under 12(b) that may be considered an extension of the employee's duties.ca/policy/hrm/0800 . Where civic leave is granted without pay. 1995 GNWT Code of Conduct. civic leave will be granted with pay and the employee must relinquish the entitlement to any honorarium.

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Special Leave4 Last Updated: November 2012 Online Edition URI: http://www.hr.htm 1.gov.nt.hr.nt. 2.ca/Agreements/NWTTA/article13/ http://www.Special Leave2 Excluded Employees’ Handbook .Leave/811/default.hr. 3.Article 19 .nt.ca/Agreements/MANAGERS/LEAVE/ .gov.nt.ca/policy/hrm/0800 .gov.301 - .Special Leave 811 .Article 13 .811 .Special Leave1 Collective Agreement with the NWTTA . 4.gov.nt.Special Leave3 Senior Managers’ Handbook .ca/Agreements/UNW/article19/ http://www.hr.hr.gov.Special Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW .ca/agreements/excluded/LEAVE/ http://www. http://www.

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812 - Other Leave With Pay

812 - Other Leave With Pay
Introduction
1. A Deputy Head may grant an employee leave with pay for other types of leave.

Application
1. These guidelines and procedures apply to all employees, except those employed by the NWT Power Corporation.

Definitions
1. Place of Work means any place where an employee is engaged in work for the Employer. 2. Other Leave With Pay is a leave of absence with pay without charge against leave credits.

Guidelines
1. Requests for leave with pay may be approved for the following: a. Court leave; b. Leave to lecture in a field of employment; c. Examination leave; d. Union business; e. Sporting events; or f. Firefighting and Civil Air Search and Rescue Training (CASAR). 2. Other than court leave, leave with pay will be granted only where operational requirements permit the employee’s absence. Court Leave 0. Leave of absence with pay without any charge against leave credits is given to every employee who is required for the following reasons: a. to serve on a jury; or b. to attend, on subpoena or summons, as a witness in any proceeding held authorized by law to compel the attendance of witnesses, including: i. a court, judge, justice, magistrate or coroner; ii. the Senate or House of Commons of Canada, or a committee of the Senate or House of Commons, other than in the performance of duties of the employee’s position; iii. before the Executive Council or Legislative Assembly or any committee that is authorized by law to compel the attendance of witnesses before it; and - 303 -

Human Resources Manual iv. before an arbitrator, umpire or a person or body of persons authorized by law to make an inquiry and to compel the attendance of witnesses before it. 1. An application for court leave must be supported by submission of the appropriate subpoena or summons. 2. Court leave does not apply to proceedings in which an employee, except teachers, is a party, be it plaintiff, dependant, petitioner or respondent, (i.e. divorce, suing a landlord, adoption proceedings, etc.). 3. Employees on leave without pay or under suspension are not eligible for court leave. Leave to Lecture in a Field of Employment 0. A Deputy Head may grant leave with pay with no charge against leave credits to an employee who is invited to give courses or lectures on matters related to the employee’s field of employment or to take part in seminars or conventions pertaining and related to employment where operational requirements permit the employee’s absence. Examination Leave 0. Employees with the NWTTA who wish to write examinations that a university required be written during school hours are entitled to leave with pay for the time required to write the examination at their place of employment. 1. UNW, excluded and senior management employees may use special leave for this purpose. NWTTA/UNW Business 0. Where operational requirements permit, employees who are representatives of the UNW or NWTTA may be granted reasonable time off with pay to attend to association or union business. 1. Time off with pay may be provided to UNW or NWTTA representatives for the following purposes: a. to attend arbitration hearings or mediations dealing with disputes or grievances on behalf of the association; b. to be a member of an association or union bargaining team during contract negotiations and for preparation for contract negotiations; and c. to attend meetings between an association or union members and a management representative. 2. In all other circumstances, time off for UNW or NWTTA business is leave without pay and requires the Deputy Head’s prior approval. Sporting Events 0. The Government actively supports and encourages participation in the following sporting events: a. Arctic Winter Games; b. Canada Summer Games; c. Canada Winter Games; and d. North American Indigenous Games.

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812 - Other Leave With Pay 1. Employees who compete as athletes or are officially designated as coaches, managers or head officials may be granted leave with pay with no charge against credits up to a maximum of eight working days per year to attend preliminary trials and any one session of the games where operational requirements permit the employee’s absence. 2. The Government also actively supports and encourages participation in national youth competitions. 3. An employee who is officially designated as a coaches, managers or the head officials at national youth competitions may be granted leave with pay with no charge against credits up to a maximum of five working days per year where operational requirements permit the employee’s absence. 4. Employees needing additional leave to take part in such games must either use annual leave or lieu time. 5. Due to the nature of casual employment, operational requirements may not permit casuals to take this leave. Firefighting and Civil Air Search and Rescue (CASAR) 0. Up to five days with pay per fiscal year may be granted to employees who are taking firefighting training and/or CASAR training where operational requirements permit the employee’s absence. 1. Employees of the NWTTA may be granted leave with pay for purposes other than those specified in NWTTA Collective Agreement including military or civil defense training, firefighting service and emergencies affecting the community or place of work. 2. UNW, excluded and senior managers may be granted special leave with or without pay for emergencies affecting the community or place of work including firefighting.

Procedures
1. An employee requests in writing leave with pay with attached supporting documentation (i.e. subpoena, summons, sports team registration documents). 2. The documentation is attached to the attendance register. 3. The Deputy Head approves or denies the request.

Authorities and References
Public Service Regulations Section 35, Court Leave Main Collective Agreement with UNW Article 21.01, Court Leave Article 12, Time off for Union Business Collective Agreement with the NWTTA Article 15.01, Court Leave Article 15.07, Pedagogic Leave Article 15.09, Examination Leave Article 15.10, Leave for Other Purposes Senior Managers’ Handbook Court Leave

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Human Resources Manual Excluded Employees’ Handbook Court Leave Last Updated: November 2009 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/0800 - Leave/812/default.htm

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813 - Time Off With Pay

813 - Time Off With Pay
Introduction
1. Under certain circumstances employees are entitled to time off with pay without having to complete an application for leave and there is no charge against leave credits.

Application
1. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation.

Definitions
1. Part-time employment is employment on a continuing basis for hours less than the standard work day, week or month.

Guidelines
1. Time off is administered in accordance with the provisions set out in the specific authorities in the following situations: a. statutory holidays; b. voting in elections; c. employment interviews in the NWT Public Service; d. rest periods; e. wash-up time; and f. special occasions.

Statutory Holidays
1. The days to be observed as paid holidays for employees, except those in the NWTTA are: a. New Year's Day; b. Good Friday; c. Easter Monday; d. Victoria Day; e. National Aboriginal Day, or for those employees working and normally residing in Nunavut, Nunavut Day; f. Canada Day; g. The first Monday in August; h. Labour Day; - 307 -

Human Resources Manual i. Thanksgiving Day; j. Remembrance Day; k. Christmas Day; and l. Boxing Day. These days are not scheduled as part of the school year for employees in the NWTTA. 2. When a designated paid holiday falls on a day of rest, it will be moved to the employee’s, except shift workers, first working day following the day of rest. 3. Employees, except teachers, will not be paid on a statutory holiday if they were absent without pay on both the working day prior and after the holiday. 4. Part-time employees are entitled to statutory holidays on a pro-rated basis based on the standard yearly hours worked. For example: a. An employee works Tuesday to Friday for 7.5 hours per day. The employee works 1560 hours yearly vs. the standard yearly hours of 1950 (80%). b. The Labour Day holiday is on Monday, a day of rest for the part-time employee. c. The statutory holiday is moved to the employee’s first working day following the holiday. The employee’s next working day is Tuesday. d. The employee is entitled to 80% or six hours of the statutory holiday not the entire 7.5 hours. When the employee takes his/her statutory holiday on Tuesday, he/she is only entitled to six hours for the statutory holiday and would be required to work the remaining 1.5 hours. Alternatively, the employee could take another form of leave for the 1.5 hours such as annual or lieu. e. If the supervisor requires the employee to work on Tuesday, the six hours would be at overtime rates.

Voting in Elections
1. Time off for voting is provided to employees eligible to vote in a federal, territorial or municipal election. a. Federal Elections and Referenda: Under the provisions of the Canada Elections Act, employers shall provide employees eligible to vote in a federal election with time off so as to allow for three consecutive hours to vote during the hours the polls are open. b. Territorial/Provincial Elections: Under the provisions of the Northwest Territories Elections Act, employees eligible to vote in a territorial election shall be granted time off so as to allow for three consecutive hours to vote during the hours the polls are open. Employees eligible to vote in a provincial election, by virtue of their work location, shall be governed by the provisions of the applicable provincial statute. c. Municipal Elections: The Deputy Minister of Human Resources may provide eligible employees time off to vote in municipal elections.

Personnel Selection Process
1. An employee who is a candidate for a position in the Public Service, or an employee on lay-off notice who is being interviewed by a prospective employer, shall be granted leave of absence with pay. The leave will be for the period during which the employee's presence is required for such purposes and includes reasonable travel time.

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813 - Time Off With Pay

Rest Periods
1. Employees are entitled to a 15-minute paid rest period in every four or three and one-half consecutive hours worked as appropriate. Scheduling of the rest period is subject to the supervisor's approval.

Wash-Up Time
1. Employees in labour and trades occupations are allowed ten minutes to wash-up at the end of their shift. This may be extended in unusual circumstances to 15 minutes by the supervisor.

Special Occasions
1. Time off on special occasions, such as Royal Visits, is at the discretion of the Deputy Minister of Human Resources. The conditions under which time off is granted are specified on each occasion. 2. The Deputy Minister of Human Resources grants employees an annual one half-day holiday in communities that hold a winter carnival. The community should make requests for the one half-day holiday at least 72 hours before the event.

Procedures
1. Employees notify their supervisor when participating in the selection process. 2. The Department of Human Resources notifies employees of dates and times for voting and of special occasions.

Authorities and References
Public Service Act Section 35, Holidays Main Collective Agreement with UNW Article 16, Designated Paid Holidays Senior Managers' Handbook Statutory Holidays Excluded Employees' Handbook Holidays Last Updated: August 2006 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/0800 - Leave/813/default.htm

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813a - Mandatory Leave with Pay

813a - Mandatory Leave with Pay
Reference
Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW - Appendix B - Mandatory Leave with pay1 Excluded Employees’ Handbook - Mandatory Leave with pay2 Senior Managers’ Handbook - Mandatory Leave with pay3 Last Updated: November 2012 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/0800 - Leave/813a/default.htm

1. http://www.hr.gov.nt.ca/Agreements/UNW/appendixb/ 2. http://www.hr.gov.nt.ca/Agreements/EXCLUDED/LEAVE/DEFAULT.HTM 3. http://www.hr.gov.nt.ca/Agreements/MANAGERS/LEAVE/

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nt.hr.ca/Agreements/UNW/Article21/default.Other Types of Leave (without pay)10 Excluded Employees’ Handbook Leave (without pay) 11 Education Leave (without pay)12 Senior Managers’ Handbook Leave (without pay) 13 Education Leave (without pay)14 Application These guidelines and procedures apply to all employees.Leave Without Pay 814 .gov.gov.Outside Employment.nt.nt.ca/Agreements/UNW/appendixa9/default.hr.gov.Escort for orthodontic or elective medical treatment 9 Article 15 .nt. Leave without Pay2 Code of Conduct3 . 2.nt. 8.hr. 11.hr.gov.htm http://www.nt. 10.nt.Educational Leave (Without Pay) 6 Appendix A9 .hr.313 - .htm http://www.nt.hr.gov. 7.htm http://www. 6.gov.gov.ca/Agreements/UNW/Article12/default.ca/Agreements/NWTTA/article15/ http://www.ca/Agreements/EXCLUDED/LEAVE/DEFAULT.ca/PDF/ACTS/Public%20Service.ca/Agreements/EXCLUDED/EDUCATION%20LEAVE/DEFAULT.ca/Agreements/NWTTA/article14/ http://www.814 .hr.gov.gov.hr.gov.gov.02(iv) .pdf http://www.Medical Travel .Section 39.hr. 14.Section 34 (6) Election candidates1 Public Service Regulations .ca/Agreements/NWTTA/article9/ http://www.hr.Leave Without Pay Reference Public Service Act .pdf http://www.hr.07(5)(c) . 1.gov. 12.HTM http://www.nt.nt. 4. 5.nt.htm http://www. 3.Other Types of Leave (Without Pay5) Article 47 .ca/PDF/REGS/PUBLIC http://www.ca/Agreements/MANAGERS/LEAVE/ http://www.nt.ca/policy/documents/CodeofConduct.justice.justice.ca/Agreements/MANAGERS/EDUCATION%20LEAVE/ . 13.pdfhttp:/www.gov.HTM http://www.gov.College Educators7 Collective Agreement with the NWTTA Article 9.gov. Service and Volunteer Activities Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW Article 12 – Time off for Union business 4 Article 21.ca/Agreements/UNW/Article47/default.nt.hr.nt. except those employed by the NWT Power Corporation.justice. 9. http://www.Time off for Association Business 8 Article 14.ca/PDF/REGS/PUBLIC%20SERVICE/Public%20Service%20Regulations.nt.

Relocation of Spouse 1. Insufficient Leave Credits 1. 3. 4. Reservist Leave . This leave would generally be supported by positive performance reviews. to work for another employer. Leave to work for another employer 1. This leave would generally be supported by positive performance reviews. For periods of sick leave without pay or special leave without pay greater than five days. Leave without pay may be approved for up to three years when an employee wants to take time off to work for another employer. 2. Employees must submit requests for all leave without pay to their supervisor who will recommend such leave to the appropriate approval authority. 2. An eligible teacher applying for leave without pay to work for another employer must apply by March 15 of the year the leave starts. Sick and Special Leave Without Pay 1. employees may have to pay both the employee’s and the Employer's share of premiums and contributions. 3. An agreement must be signed for return of service of equal duration of the leave approved.” on their application. The employee must apply on competitions and include the phrase. Depending on the reasons for the leave and the duration. will only be granted in situations where the employee has requested and received prior approval from the Deputy Head for outside employment as required by the GNWT Code of Conduct. Employees seeking personal leave without pay for education purposes. The Deputy Head may approve leave without pay for employees with good performance appraisals and subject to the operational requirements of the Department or Agency.314 - . Leave without pay to work for another employer. if leave would have been approved were it not for insufficient leave credits.Human Resources Manual Guidelines 1. including the Canadian Forces Reserve. “Please note that I have job offer priority status as a result of my status as an employee on leave without pay for relocation of spouse. An employee on leave without pay for relocation of spouse will receive priority hire consideration on GNWT competitions during his/her period of leave without pay. The work being completed when working for another employer must be relevant to the employee’s Department or Agency and the Territorial public service. other benefit to the Territorial public service or to cover off time for the remainder of the school term must complete a return of service agreement. Employees are expected to have used up their vacation leave entitlement before requesting leave without pay. If leave without pay is granted. However. there may be circumstances when the employee has already committed to using their vacation leave and requires some additional leave without pay. sick leave without pay or special leave without pay will be approved. the employee will return to work for the Employer for a period equal to the duration of the leave. Leave without pay may be approved for up to eight weeks per fiscal year in exceptional circumstances if an employee does not have enough leave credits. employees may “cash in” vacation leave credits to avoid financial hardship. When an employee does not have sufficient sick or special leave credits and no more can be advanced.

a. . the employee shall request approval for the new end date at the earliest reasonable opportunity. Leave without pay for service with the Canadian Forces Reserve will only be granted to indeterminate and term employees who have been continuously employed by the Territorial public service for at least six months.315 - . 6. all employees.. Treatment and recovery: Employees may be granted leave without pay for the purposes of treatment. Prior to exercising leave without pay for service with the Reserves. the employee shall request leave at the earliest reasonable opportunity. 5. the employee requests the maternity/parental leave without pay prior to the start of the school term. recovery or rehabilitation of a health problem that results from participation in a military or training activity with the Canada Forces Reserve if the employee does not have sufficient sick leave credits and no more can be advanced. Operations: Employees may be granted leave without pay for service with the Canadian Forces Reserve for military operations other than training activities for the duration required to accommodate that service. c. Classroom Teacher – Maternity/Parental Leave and School Year 1. If the anticipated end date of an employee’s approved period of reservist leave changes. A classroom teacher may request personal leave without pay at the termination of maternity/parental leave to the nearest semester or other division of the academic year (e. 4. The Deputy Head may require that an employee requesting reservist leave provide proof of service from an official with the Canadian Forces Reserve before the leave is approved. including the date on which the requested leave begins and the anticipated date that it will end. Training: Employees may be granted leave without pay for up to 15 days per fiscal year for training activities with the Canadian Forces Reserve. may choose to liquidate other suitable forms of leave provided to them under their respective Collective Agreement or employee Handbook. 3. b. Approval for leave without pay for service with the Canadian Forces Reserve will not be withheld unless granting the leave would constitute an undue hardship for the employing Department or Agency or pose a risk to public safety. b. 2. and c. 2. 7.Leave Without Pay 1. the employee’s maternity/parental leave ends part way through a school term. a replacement employee has been hired to fill the position during the school term.814 . subject to operational requirements. An employee who requests reservist leave shall give his or her supervisor at least four weeks prior notice in writing of his or her intention to take a period of leave. Leave without pay may be granted to employees who are members of the Canadian Forces Reserve (including the Canadian Rangers) to accommodate service with the Reserves. school calendar break for Christmas) where the maternity/parental leave terminates before December 31 or to cover off the rest of the school term where maternity/parental leave terminates after December 31 if: a.g. An agreement must be signed for return of service of equal duration of the leave approved. Where this is not reasonable due to the circumstances of the military activity.

nt. An agreement must be signed for return of service of equal duration of the leave approved. Leave without pay may be approved in other circumstances that may be of benefit to the Territorial public service.gov. 814 – Leave Without Pay Responsible Unit: Policy Last Updated: February 2013 Online Edition URI: http://www. About this section Authority: Financial Management Board Effective Date: December 13.316 - . Classroom teachers who request maternity/parental leave without pay will increase their return of service requirement equivalent to the maternity/parental leave without pay requested. 2012 History: January 2009.hr. Benefit to the Public Service 1. Employees will not be required to start re-paying the sub plan until they return to service.Human Resources Manual 3.ca/policy/hrm/0800 .htm . This leave would not exceed one year in length and would generally be supported by positive performance reviews.Leave/814/default.

The monies are non-taxable when being deferred but become taxable when paid to the employee. Allowance means the sum of the contributions made to the DSLP during the deferral period. the deferred portion of salary monies are repaid to the employee as an allowance on a bi-weekly basis. excluded and senior management employees allowed to enter the plan. Board. immediately following the deferral period. Divisional Education Councils determine the number of teachers entering the plan each year with consideration given to operational requirements. Application 1.Deferred Salary Leave Plan 815 . 1. with the exception that during the leave period the employee is ineligible for employment with the Territorial public service. Deputy Heads must ensure that approved leave does not impair the future operation of their Department. There is no maximum number of Union of Northern Workers (UNW). Participation in the DSLP is subject to operational requirements.Deferred Salary Leave Plan Introduction 1. These guidelines and procedures apply to all indeterminate employees. . employees may engage in whatever activities they wish. The Deferred Salary Leave Plan (DSLP) provides eligible employees the opportunity to take leave from the Territorial public service and to finance this leave through a deferral of a portion of their bi-weekly salary in the years immediately prior to the leave period.317 - . voids the self-funded leave plan and has income tax implications. 3. 4. Leave Without Pay (LWOP) means leave without pay. Deferral Period is the period of time during which participating employees defer a portion of their salary. Deferred salary leave plan participants on LWOP must adhere to the Code of Conduct. except those employed by the NWT Power Corporation and Relief Workers. When the leave period commences. Definitions 0. 2. 2. Employment with the Territorial public service effectively terminates the leave. Leave Period is the period of time.815 . during which participating employees are on a leave of absence from work. During the leave period. or Agency. DSLP means the deferred salary leave plan. Guidelines 1. subject to Deputy Head approval under the Code of Conduct.

7. Participating employees agree to defer a portion of their salary for four consecutive years. 4. c. The remaining six months of the fifth consecutive year in which the employee takes the LWOP. The sixth consecutive year in which the employee returns to employment with the GNWT for a minimum of one year. 5. Annual statements of the individual’s account will be provided to each participant in the DSLP for the end of each calendar year. Teachers must have a minimum of four years continuous service with the Government of the Northwest Territories (GNWT) before being eligible to apply. UNW and senior management employees may choose to have a portion of their salary deferred over a period of four and one half years. b. This interest is considered to be income from employment. Depending upon the plan selected. Statements will be sent out in December. Investments will be restricted to those eligible under section 57(1) of the Financial Administration Act. overtime. The first four and one half consecutive years during which the employee draws 90% of salary earned and defers the remaining 10%. The money held in trust will be pooled with other Government funds and the employee will be credited with the average rate of return on those funds. 6. UNW and senior management employees are eligible to apply at any time and participation (deferral and leave periods) can begin at any time during the year. Excluded. This includes all regular time. Teachers return to the Divisional Education Council with which they are employed and teach for a minimum of one year. . 10. The GNWT will place the deferred deduction portion of an employee's salary into a trust fund as per the following: a. The first six months of the sixth consecutive year in which the employee returns to employment with the GNWT for a minimum of six months.318 - . and participation (deferral and leave periods) begins only at the start of a school year. and is paid an allowance from the amounts deferred above. Any investment income earned on the deferred portion of salary must be paid out each year as taxable income to the participant. The fifth consecutive year in which the employee takes the LWOP. and is paid an allowance from the amounts deferred above. 9. The GNWT agrees to grant the employee leave without pay in the fifth year and use the amounts deferred in the previous four years to pay the employee an allowance during the leave period. retroactive payments and any payouts. and is subject to income tax for the year in which it was earned and will be included as employment income on the participant’s T4. b. either a 10% or 20% deferral deduction is made from the employee’s gross earnings each pay. The first four consecutive years during which the employee draws 80% of salary earned and defers the remaining 20%. b. Interest will be paid out on the last cheque of December. This plan is a period of five and one half consecutive years consisting of the following: a. The individual plan for each participating employee is a period of six consecutive years consisting of the following: a. 8. c. Income tax is based on the net amount after the deferral deduction has been made. Excluded. followed by six months leave.Human Resources Manual 3.

operational requirements would not be met if the employee proceeded on leave. a participant’s employment status will be that of LWOP. b. 12. will not be considered a break in service. 3. In the case of returning senior managers. exceptional changes in personal circumstances make the leave unfeasible. Employees should discuss these plans with a Benefits Leave Officer at the Department of Human Resources. with or without pay. Supplementary Death Benefits (SDB). 7. During the leave period. except the money that was deferred on behalf of the participant. will change their experience increment. 9. Superannuation (pension). A one-time deferral of the planned leave is permitted and may be requested by the employee or by the GNWT in writing six months prior to the leave period commencing and will not be unreasonably refused by the other party where: a. In the case of teachers. 6. 8. and PSMIP employee share premiums are automatically deducted from the allowance. Benefits and premium recoveries for the leave year will be governed by the rules for LWOP. any absence greater than 25 days. sick leave or special leave will be credited while employees are on the leave period. 13. Public Service Management Insurance Plan (PSMIP). During the leave period income tax will be deducted in accordance with the provisions of the Income Tax Act and its regulations. PSHCP.General Information and Effects of Leave Without Pay On Employee Benefits and Contributions for more detail. The Employer will give the employee the choice of: . Sessional days will be counted from the last increment (excluding leave period) and must total 195 days to receive the next increment. and the employer share of PSHCP and DI/LTD. or c. The salary review date of a UNW or excluded employee who has been on a leave of absence without pay in excess of six continuous months shall be moved to a date which provides for a total of twelve months of paid employment between anniversary dates. they will not be entitled to a merit increase based on the period of leave. Arrangements can be made to have deductions from the allowance for pension (employee and/or employer share). 0. 1. Employees can review the Deferred Salary Leave Plan . 2. The allowance will be provided through the normal GNWT payroll process. An employee's deferred salary leave allowance (gross annual salary) will consist of the sum of the contributions made to the DSLP during the deferral period. During the leave period no loans.Deferred Salary Leave Plan 11. SDB. however.815 . The leave period. 4. Disability Insurance/Long Term Disability (DI/LTD) and dental coverage are still in effect during the leave period. 5. allowances or salary will be made to the employee. Public Service Health Care Plan (PSHCP). The leave period will not be counted toward the requirements for service to achieve additional annual leave and will not be recognized for severance pay purposes.319 - . During the deferral period the Employer shall provide employee benefits at a level equivalent to 100% of salary. No annual leave. totally unforeseen or unanticipated circumstances or events have occurred which warrant postponement. subsidiaries. DI/LTD.

the employee has been dismissed. b. Any postponement will not move the commencement of the leave beyond six years from the date of enrolment in the plan. the DSLP cannot serve as an early retirement program. Deferred salary leave agreement2 – teachers.Human Resources Manual a. 10. death. 12. Procedures 0. such leave may be approved on more than one occasion. As such.nt. 16. the total of the deferred salary plus interest from the plan.gov.doc 2. 11.320 - . 13.ca/policy/hrm/0800%20-%20Leave/815/documents/815DSLPoneyearagreementDec07.gov. The Employer will cancel participation in the DSLP and will refund. Otherwise.doc . the employee has resigned from the public service of the Northwest Territories. Withdrawal from the program may substantially affect an employee's personal tax status in the year in which the deferred salary leave funds are receive and entail a considerable tax burden for the employee. 15.hr. b. within 60 days. the balance of the investment will be paid out on that date and will require to be accounted for as income by the employee.nt. or 1. excluded and senior management employees). or b. Employees complete one of the following: a. dismissal or request.hr. http://www. postponing the leave period into the sixth consecutive year. if: a. withdrawing from the plan and taking a refund of the total in the deferred salary account. whether by resignation. 14. An employee who completed participation in the deferred salary leave plan is eligible to reapply for deferred salary leave upon return to work. all monies deferred and the applicable accrued interest in the account will be refunded to the employee (or employee’s estate) within 60 days of the notification of withdrawal.ca/policy/hrm/0800%20-%20Leave/815/documents/815DSLPteacheragreementDec07. Deferred salary leave agreement1 – one year (UNW. Income Tax Regulations require that at the end of the leave period employees return to the Employer under whom they participated in the DSLP for at least the same amount of time as the leave period. Income Tax Regulations state that a leave period must be of a minimum six months and maximum twelve months duration and must be completed by December 31 of the seventh year of enrolment in the Plan. or c. costs or unforeseen expenses that an employee may incur as a result of participation in the deferred salary leave plan. When operational circumstances permit. An employee who withdraws from the deferred salary leave plan is required to wait a minimum of 12 months before applying again. http://www. Upon withdrawal from the deferred salary leave plan. the employee dies. The GNWT shall be in no way responsible for any liability including any charges. Employees must make written application to their Deputy Head at least 10 weeks prior to the start date of the deferral period or in the case of teachers the application must be made by January 15th to enter the plan in the upcoming school year.

gov. Upon return from leave.hr. If the employee fails to complete the return to service commitment. wherever possible.htm 3.doc . Council or Agency for a period equivalent to the period of leave.Deferred Salary Leave Plan c. updates the employee's record and processes the information for payment.nt. The Deputy Head will review the application and the requirements of the Department. Deferred Salary Leave Plan Excluded Employees’ Handbook Leave – Self-Funded Leave Plan Senior Managers' Handbook Leave – Self-Funded Leave Plan Memorandum Of Understanding Between the GNWT and the NWTTA Last Updated: March 2009 Online Edition URI: http://www.815 .Leave/815/default. http://www. the Staff Retention Policy will apply.hr. If an employee’s position is deleted while the employee is on deferred salary leave. 4. excluded and senior management employees). Board. employees are required to return to their regular work with the Department. the Deputy Head will. Application of Salary Review Date Article 49.ca/policy/hrm/0800%20-%20Leave/815/documents/815DSLPsixmonthagreementDec07. The Department of Human Resources initiates the salary deduction pay action.10. Authorities and References Main Collective Agreement with the UNW Article 24.321 - . Deferred salary leave agreement3 – six months (UNW. place the employee in either their former position or an agreed upon equivalent position. 2.ca/policy/hrm/0800 . 1. Council or Agency and notify the employee’s manager/principal and the Department of Human Resources at least six weeks prior to the start of salary deferral period. they will repay all Employer contributions made on their behalf during their leave period. After completion of the leave period. Board.gov.nt. 3.

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htm 2.nt.Casual Leave (with pay)2 Last Updated: November 2012 Online Edition URI: http://www. http://www.ca/agreements/excluded/LEAVE/ .Article 21.nt.gov.nt.htm 1.hr.Casual Leave Reference Entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW .Leave/816/default.ca/Agreements/UNW/Article21/default.gov.hr.gov.816 .hr.Casual Leave 816 .08 .323 - .ca/policy/hrm/0800 . http://www.Casual Leave1 Excluded Employees’ Handbook .

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Job Evaluation .0900 .

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Deputy Heads are responsible for determining the organizational design and positions required for the operation of the Department. Deputy Heads are also responsible (by signing the job description) for determining the work assigned to positions.Job Evaluation . Northwest Territories Teachers Association (NWTTA) bargaining unit positions. The job evaluation process does not evaluate the following aspects of jobs as they are not valid indicators of a position: a. confidential material – handling or viewing of confidential or sensitive material or subject matter is expected of every position within the GNWT and is covered by the Oath of Office and Secrecy (see section 001a – Oath of Office and Secrecy).Exclusions). . Definitions 1. exclusion – exclusion from a bargaining unit is covered by the Public Service Act (see section 306 . Copies of all job evaluation documentation are kept in the position file maintained by the Department of Human Resources and are disposed of in accordance with the relevant Records Disposition Authority. In order for the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services. The GNWT uses the Hay Method of Job Evaluation.General Introduction 1. This section applies to all positions except casual jobs.327 - . The Hay Method of Job Evaluation is a ranking system that compares jobs based on criteria comprised of four factors . Application 1. 2. and those employed by the Northwest Power Corporation (NWTPC). accountability and working conditions of a job. Board or Agency. 5.know how. accountability. b. problem solving. 3. The responsibility for effective implementation of the job evaluation function rests with the Department of Human Resources on behalf of the Territorial public service. problem solving.901 .Job Evaluation . Job evaluation is the analysis and evaluation of the required know-how. The result establishes the relative value of a job within the GNWT. Guidelines 1.to determine their relative ranking in the organization. 4.General 901 . and working conditions . employees appointed to positions in the Territorial public service are provided with job descriptions that outline work assigned to the position that have been evaluated in order to establish their relative value within the GNWT. volume of work – does not affect complexity or responsibility level and is dealt with through payment of overtime. c.

ca/policy/hrm/0900 . recruitment. evaluate GNWT positions as required.gov. Job Evaluation Excluded Employees’ Handbook Job Evaluation Senior Managers’ Handbook Position Review Last Updated: August 2007 Online Edition URI: http://www.hr. or other compensation issues – these are pay issues and are not part of the evaluation criteria. e. Procedures 1. and comparisons to similar jobs referencing all other jobs within the GNWT. and f. The job evaluation process is not used to provide an employee with a raise or a reward for superior performance.Human Resources Manual d.htm .nt. long service.Job Evaluation/901/default. GNWT job family information. incumbent qualifications – qualifications above those required for the position are not considered. Interdepartmental Job Evaluation Committees or the Senior Management Job Evaluation Committee. Authorities and References Main Collective Agreement with UNW Article 36. 6.328 - . duties assigned/assumed – the Employer determines and assigns the work to be completed by the employee. using the Hay Guide Charts.

addition of new positions. These guidelines and procedures apply to all positions except casual jobs. division and the section or unit level. Organization charts do not include casual jobs.329 - . Application 1. Position is one specific job. The Department of Human Resources creates and maintains organization charts for the Government of the Northwest Territories.e. 3. 6. It provides a basis for determining a position’s role within an organization and confirms the reporting relationship stated in the job description. Job Description means a written statement of the duties and responsibilities of a position. transfer of positions. When reporting relationships change. 2. Northwest Territories Teachers Association (NWTTA) bargaining unit positions. Standardized organization charts provide each Department. Guidelines 1. deletion of existing positions. An organization chart is a visual representation of the structure of an organization.Organization Charts Introduction 1. Management and Recruitment Services with the Department of Human Resources is responsible to liaise with Departments. Charts must be updated to reflect organizational changes (i. This also assists the evaluation process by providing required information in a common format.903 . the organization chart and job descriptions must be updated to reflect the change. 2. Definitions 1. An employee fills a position and is referred to as an incumbent. Job is either a unique position or a number of positions that are similar and are adequately described by one job description. The reporting relationship indicated on the charts must match that on the related job descriptions. 3. changes in reporting relationships). It also provides information about the other jobs that may influence work in conjunction with the job that is being described. Board or Agency with an accurate record of its organization. . and those employed by the Northwest Territories Power Corporation (NWTPC). Boards and Agencies to ensure organization charts are kept current. It also contains a description of the knowledge and skills required of an incumbent in order for the person to satisfactorily do the job as well as the working conditions that may exist when the duties of the position are performed. 5.Organization Charts 903 . 4. Organization charts are normally broken into different sections: senior management.

and h. Each chart identifies the following: a. d. chart number. The Deputy Head reviews and signs the organization chart. and c. positions. title of the authorizing officer. position number. board or agency. seasonal positions .dashed box outline. effective date approved 10. . unfunded positions . and h. The Department of Human Resources makes the requested changes to the organization charts. The following guidelines apply to organization chart format: a. Each box contains: a. division. 2.dotted box outline. Board or Agency confers with the Department of Human Resources to develop or update an organization chart. Procedures 1. subsidiary reporting relationships . 9. It also matches the position title on the job evaluation form and in the Human Resource Information System. g.Human Resources Manual 7.marked (act). The position title used in the organization chart is the same as the title on the job description.8 sided boxes with squared corners. d. c. Hay points. The Department. 8. section or unit. g. f. b. The official organization charts signed by the Deputy Head will not include incumbent names. b.solid lines. term employees . headquarters or region. Positions that have not yet been assigned a position number should appear on the organization chart as 00-New. 3.rounded boxes.dotted lines. c. 11.330 - . e. employees on acting assignments . department. vote 4/5 funded positions . e. position title. b.marked (TA). Working Org charts can be provided to managers that include incumbent names. indicating approval of the reporting relationships. direct reporting relationships . employees on transfer assignment . f. location (community).

A signed and dated copy of the organization chart is attached to the job description. the manager provides an organization chart to the incumbent. Authorities and References Main Collective Agreement with UNW Article 34.gov.903 .hr. Managers may obtain these documents by contacting the Department of Human Resources.Organization Charts 4.nt. 5.Job Evaluation/903/default. Upon request.331 - .htm . Statement of Duties Last Updated: August 2007 Online Edition URI: http://www.ca/policy/hrm/0900 .

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Guidelines 1.htm 2. This section applies to all positions except casual jobs. an approved job description.904a . senior management positions. HRIS is the GNWT Human Resources Information System. Northwest Territories Teachers’ Association (NWTTA) bargaining unit positions.UNW and Excluded Job Evaluation 904a . and 1. The Interdepartmental Job Evaluation Committee using the Hay Method of Job Evaluation completes evaluation of Union of Northern Workers (UNW) and excluded positions.gov. accountability and working conditions of a job.htm . 3.hr. http://www. Interdepartmental Job Evaluation Committee (IJEC) meetings are held once a week. an approved organization chart showing the positions. Job evaluation is the analysis and evaluation of the required know-how.hr. 2.nt.gov. http://www. Interdepartmental Job Evaluation Committees (IJEC) are committees consisting of employees from a number of GNWT Departments. Procedures 1. Application 1.ca/policy/hrm/0900%20-%20Job%20Evaluation/905b/default.UNW and Excluded Job Evaluation Introduction 1. Boards or Agencies who have been trained in the use of and have experience in using the Hay Method of Job Evaluation. Definitions 1. The result establishes the relative value of a job within the Government of the Northwest Territories’ (GNWT). The requesting Deputy Head submits a job evaluation request to the Department of Human Resources which consists of: a.nt. Managers are responsible for ensuring that the evaluation process is initiated as soon as material changes occur to positions within their organizations.333 - . Employees who disagree with the results of the position evaluation may appeal the decision as per the appeal processes outlined in HRM 905a – UNW Bargaining Unit Job Evaluation Appeals 1 or 905b Excluded Employee Job Evaluation Appeals2. and those employed by the NWT Power Corporation. The effective date of an evaluation action is generally the date that the Deputy Head signs and formally approves the job description. problem solving. b. 2.ca/policy/hrm/0900%20-%20Job%20Evaluation/905a/default. 3. 4. These committees evaluate all jobs within the GNWT on a rotational basis.

gov.334 - . one for the supervisor and one for the employee (if the position has an incumbent). c. 5.Job Evaluation/904a/default. 2. 6. Job Evaluation Excluded Employees’ Handbook Job Evaluation Last Updated: August 2007 Online Edition URI: http://www. Job Evaluation staff prepares and forwards two letters. The Department of Human Resources: a. Job Evaluation staff sends a copy of both letters to Management and Recruitment Services and Employee Services. coordinates a meeting and agenda for the IJEC to deal with the request(s). b.nt.hr. The Total Rewards Unit notifies the Deputy Head and Client Services Manager by e-mail when entry is complete.htm . 4.ca/policy/hrm/0900 . The IJEC may ask the supervisor or manager of the position to make a presentation on the position to ensure the committee members have a full and clear understanding of the job. conducts a comparative analysis and listing of similar positions within the Government. These letters are sent as Portable Document Files (PDFs) via e-mail to the supervisor notifying him/her of the outcome of the evaluation.Human Resources Manual c. Managers may request that they speak to the evaluation of a job that reports to them at an IJEC meeting. The evaluation of the position is entered into the Human Resource Information System. 3. Authorities and References Main Collective Agreement with UNW Article 36. The supervisor is responsible for providing the employee their letter. ensures that changes have been approved in keeping with the Government Organization Policy. an approved job evaluation request form outlining additions or deletions of responsibilities.

or 654. Criteria 1 .335 - . except those at the Northwest Territories Power Corporation. directing. 2. 3. Application 1. Senior management jobs must meet Inclusion Criteria 1 and either Criteria 2 or 3 as per the following sections. Guidelines 1. coordinating. harmonizing. or 654. or 654 . The result establishes the relative value of a job within the GNWT.Senior Management Job Evaluation 904b . Senior Management Job Evaluation Committee (SMJEC) means a committee comprised of the Deputy Minister of Human Resources and a minimum of two other Deputy Heads who have been trained in the use of and have experience in using the Hay Job Evaluation methodology responsible for evaluating GNWT positions designated as senior management. 3. integrating. both human and financial. They carry out functions related to planning. Job evaluation is the analysis and evaluation of the required know-how.Senior Management Job Evaluation Introduction 1.Minimum Inclusion – Hay Evaluation Senior management jobs are required to meet a minimum evaluation of: FII3 350 E4(43%) 152 E1P 152 E2S 152 E3C 152 E4A 152 654. Only Deputy Heads are authorized to recommend positions for inclusion in the senior management group. accountability and working conditions of a job. Definitions 1. These guidelines and procedures apply to all positions in the Senior Management Group. monitoring and evaluating activities and resources. organizing. The Senior Management Evaluation Committee. determines the value of each senior management position relative to all other senior management positions in the Government of the Northwest Territories (GNWT). Senior management jobs normally report to an Assistant Deputy Minister. problem solving. 2. controlling.904b . Present Incumbent Only (PIO) refers to the salary that is paid exclusively to the present incumbent in a specific position that does not match the current job evaluation and pay range of that job. using the Hay Method of Job Evaluation. Deputy Head or equivalent.

These jobs may have a significant. e. Director. Examples of such positions include: a. ITI. Limitations on the freedom to act of jobs at this level are generally related to having to work within broad parameters defined by policies. Yellowknife. organization and coordination. Director. f. Jobs at this level work within environments that require strategic thinking. Finance). Corporate Affairs. design. organization. processes and the order of work are left to the jobholder to determine. board or agency. b. it is typical that the resulting advice or output is provided to very senior levels of government in respect of strategic planning or comprehensive initiatives affecting the entire GNWT and perhaps the NWT as a whole. Stanton Regional Health Authority. Corporate Services. Justice. South Slave. Inuvik. Operations. PWS (with IT. Finance. These jobs are all motivators either in respect of the direction of a large number of staff or the need to integrate significant matters on behalf of the organization or the need to achieve results by influencing others over whom the incumbent of the position has no direct control. The problems faced are often clearly understood or recognized but the solutions will require in depth analysis and constructive thinking. Legal Division. Regional Superintendent. delivery. d. . manage and implement. legislation. program planning. at a level involving the direction or control of an important unit or guidance and direction of important sub functions across various units. information technology) in support of programs in a department. c. Assistant Deputy Ministers. assessment of results and control of a large work unit responsible for the delivery of a program within a department. controlling impact directly on divisions or larger work units or may have a general and less direct effect on an entire department or a number of departments.g. staffing. They have more than one subordinate managerial position reporting to them (as opposed to supervisory jobs) or. MACA (IT. b. design. coordination. Solutions may be complex and involve implementing a number of steps as opposed to the straightforward application of a process or action. diverse practices and precedents or (2) scientific theory and principles or (3) both. g. The use of resources.336 - . staffing. Policy. delivery. Policy & Planning). assessment of results and control of more than one of the major service systems (e. PWS. regulations and general managerial direction.Program/Regional Leadership Senior management jobs are accountable for: a. policy and planning.Human Resources Manual Jobs at this level require extensive knowledge and skill gained through broad or deep experience in a field (or fields). They require the practice of managerial skills either directly or consultatively. finance. which requires a command of EITHER (1) involved. Regional Superintendent. board or agency. Criteria 2 . Director. Regional Superintendent. a significant number of subordinate senior professional staff reporting directly to them. human resources. the planning. h. or. Director. Where such skills are practiced consultatively. DOT.

Devolution. b. the positions report to Deputy Heads. 4.Senior Management Job Evaluation Criteria 3 . d. Corporate Human Resources also attends to act as an advisor. an approved job description. Executive. control and completion of work. Decisions of SMJEC are final and binding with no right of appeal by the incumbent.. Deputy Secretary to Cabinet. Salary and benefits issues exist when a position is removed from the Senior Management Group. and e. an approved organization chart showing the positions. which supports critical and strategic initiatives of the GNWT.337 - . 5. Examples of such positions include: a. Planning in these jobs focuses on longer-range objectives and goals. c. Territorial Statistician. Executive. design. and . c. they provide strategic planning that is specialized in scope. Executive. The Manager of Total Rewards Planning with the Department of Human Resources attends committee meetings to act as the committee secretary and the Director. Examples of such positions are the Territorial Emergency Management Coordinator and the Special Advisor to the Minister Responsible for the Status of Women. SMJEC meets monthly. Members of SMJEC may not have alternates carry out Committee activities on their behalf. 7. which may be carried out by others. These jobs must meet all of the following criteria: a. organization and coordination functions on a conceptual basis to ensure that the best advice and counsel is provided at the appropriate senior levels. Executive Director. 6. the positions has primary influence on the direction of a policy and/or implementation of a program or are one of a kind jobs that are responsible for a special initiative. These jobs are required to carry out planning. The requesting Deputy Head submits a job evaluation request to the Department of Human Resources which consists of: a. the Staff Retention Policy shall apply to the affected incumbent. the incumbent has freedom to act without the Deputy Head’s approval. 8.904b . providing advice at the senior level and/or acting on issues without having to check with the Deputy Head). The Deputy Minister of Human Resources is the chair of the SMJEC. Where a position is removed from the Senior Management Group as a result of a change to job duties and the employee is not in agreement with the Present Incumbent Only (PIO) provisions. Procedures 1. the work that the position does impacts/influences multiple departments. which has Territorial wide impact.Strategic Leadership Senior management jobs are accountable for the direction. either on a project or on-going basis. Territorial Emergency Management Coordinator.e. See Section 1003. Salary Administration Management Group. b. d. b. These positions have the authority to act independently (i.

Job Evaluation/904b/default. an approved job evaluation request form outlining additions or deletions of responsibilities. The Department of Human Resources updates the position record in HRIS and processes the information for payment. including any matters of retroactivity. Once the decision of SMJEC is reached. SMJEC evaluates the position.Human Resources Manual c. 4. b. 9. 3. Retroactivity. d. completes a pre-assessment evaluation rating and rationale form. c.ca/policy/hrm/0900 . 8.gov. The requesting Deputy Head will determine the effective date.338 - . 7. The requesting Deputy Head is notified that the position evaluation is on the meeting agenda and is invited to the meeting to provide additional information about the job. sends the pre-assessment to the requesting Deputy Head. ensures that changes have been approved in keeping with the Government Organization Policy. The requesting Deputy Head informs the senior manager directly or requests the Department of Human Resources to inform the senior manager of the outcome of the evaluation.hr. conducts a comparative analysis and listing of similar senior management positions within the Government. Authorities and References Senior Managers’ Handbook Position Review Last Updated: August 2007 Online Edition URI: http://www. coordinates a meeting and agenda for the Committee to deal with the request(s). 5. SMJEC assesses the job description against the four evaluation factors. f. from the date of the Committee’s decision. is not to exceed 60 days without approval of the Deputy Minister of Human Resources. The Manager of Total Rewards Planning: a. meets with the Deputy Minister of Human Resources to review all pre-assessments.nt. The requesting Deputy Head is not present during the evaluation of the position. the Manager of Total Rewards Planning advises the Deputy Head and the Client Service Manger of the approved rating.htm . e. 6. 2.

except positions in the NWT Power Corporation and casual employees. It lists the working conditions that may exist when the duties of each position are performed. Application 1. It also contains a description of the knowledge and skills required of an incumbent in order for the person to satisfactorily do the job. boards or agencies who have been trained in the use of and have experience in using the Hay Method of Job Evaluation. 3. These guidelines and procedures apply to all Government of the Northwest Territories (GNWT) employees in UNW bargaining unit positions. 4. Boards or Agencies. the delegate of the Deputy Head of the employing department. . a representative of the Union and an independent chairperson convened to hear the second level of appeal. Job Description is a written statement of the duties and responsibilities of a position. Where the GNWT and UNW fail to agree on the appointment of a Chairperson. the appointment shall be made by the Supreme Court of the Northwest Territories upon the request of either party. All members must be trained in the use of the Hay Method of Job Evaluation and the composition of the Review Board should remain the same throughout a particular appeal.UNW Bargaining Unit Job Evaluation Appeals 905a . Deputy Heads are the final authority respecting the assignment of work and job description content within their Departments. 6. Only the incumbent of a position may appeal the evaluation of his/her position. 2. 2. Job Evaluation Appeal Board is a committee consisting of the delegate of the Deputy Minister of Human Resources. Job Evaluation Review Board is a committee consisting of a representative of the Employer. Independent Chairperson is the individual chosen by the GNWT and the UNW to chair the Job Evaluation Review Board.905a .UNW Bargaining Unit Job Evaluation Appeals Introduction 1. Hay Guide Charts are the Guide Charts produced by HayGroup for use by clients in using the Hay Method of Job Evaluation. the delegate of the President of the Union and a delegate for the UNW convened to hear the first level of appeal.339 - . All members are trained in the use of the Hay Method of Job Evaluation. Definitions 1. Interdepartmental Job Evaluation Committees (IJEC) are committees consisting of employees from a number of GNWT departments. 5. An employee who is a member of the Union of Northern Workers (UNW) may appeal the evaluation of their position. Guidelines 1. These committees evaluate all jobs within the GNWT on a rotational basis.

5. he/she shall be paid as the present incumbent of that position (PIO) as outlined under Section 1001. Reviews are based on the statement of duties and other content included in the current job description. The Job Evaluation Review Board must work co-operatively to review the factual information about the jobs and arrive at a decision as to their proper evaluation.Second Level of Appeal 1. Employees may not sit on the Job Evaluation Appeal Board or Job Evaluation Review Board where the position they occupy may be affected by the outcome of the appeal. Employees may withdraw their appeal request at any time during the appeal process. The personal qualifications and/or performance of the incumbent are not relevant to the review of the position evaluation. 4. . as a result of the appeal or appeal review. which will make a final and binding decision.340 - . The employee request must be made within a 14 calendar day period after the employee is mailed a written decision. Employees may appeal the evaluation of a position that they occupy by virtue of a transfer assignment or a secondment. 4. Decisions of the Job Evaluation Review Board are final and binding.11(a) of the Collective Agreement.First Level of Appeal 1. Job Evaluation Appeal Board . Job Evaluation Review Board . no change will be made to the current evaluation. 3. 2. 5. The employee (or a representative) is required to make a presentation on the position under appeal to the Job Evaluation Appeal Board and where required the Job Evaluation Review Board. The Job Evaluation Appeal Board must work co-operatively to review the factual information about the jobs and arrive at a decision as to their proper evaluation. The Job Evaluation Appeal Board must review the same disputed evaluation result that was previously reviewed by the Interdepartmental Job Evaluation Committees. 2. The Job Evaluation Review Board must review the same disputed evaluation result that was previously reviewed by the IJEC and the Job Evaluation Appeal Board. The employee may request that the Deputy Head refer the appeal to the Job Evaluation Review Board when the Job Evaluation Appeal Board decision is not unanimous. The employee may further appeal to the Job Evaluation Review Board. 8. Employees cannot appeal the evaluation of a position in which they are acting. 7. 4. The evaluation of a position by the Job Evaluation Appeal Board shall be final and binding if the decision is unanimous. the manager and the employee (or representative) are not present during the evaluation review process nor do they have any authority in the final decision of the committee. The manager is required to make a presentation respecting the position under appeal to the Job Evaluation Appeal Board and where required the Job Evaluation Review Board. Other than the position presentation. 6. 10. 5. a position is found to be over-evaluated and the maximum salary payable in the new range is less than the maximum salary of the incumbent of that position. The Hay Guide Charts. Where the decision of the Job Evaluation Appeal Board is not unanimous. 3. Salary Administration of the Human Resource Manual and Article 24. Job Evaluation Manual and reference to all other GNWT jobs will be used in evaluating positions during the appeal process.Human Resources Manual 3. Where. 9.

10. a copy of the Job Evaluation Manual (inclusive of the benchmarks). Unless there are unusual circumstances. The Board shall proceed with the evaluation of each position utilizing the Job Evaluation Manual.905a . The effective date of a re-evaluation that results in an increase in pay shall be in accordance with Article 24.11(c) of the Collective Agreement. 12. The Chairs shall confirm that the appeals have been properly registered. At least two working days prior to the actual appeal hearing the following materials must be distributed to all Job Evaluation Appeal Board members: a. The Chairs shall explain the decision making process to the employee and manager and provide an indication as to when a response may be anticipated. The Chairs shall introduce the members of the Job Evaluation Appeal Board and bring the meeting to order. Total Rewards Planning. 6. 13. an accurate job description and organizational chart. 5. The Deputy Minister of Human Resources and the President of the Union of Northern Workers or their designates shall jointly chair the Board. and the Hay Guide Charts and reference material such as sore thumb lists of evaluations across the GNWT. In the event that consensus cannot be reached. The Deputy Head refers the appeal to the Job Evaluation Appeal Board through the Manager. 3.UNW Bargaining Unit Job Evaluation Appeals 6. Board members may ask questions of the manager/director to address matters requiring clarification. This information shall include the position descriptions and relevant organization charts of the positions to be reviewed. 11. 4. The Board shall call upon the employee(s) and their representative and manager(s) to attend the hearing. The Board shall arrive at a decision as to the evaluation of each of the positions in question. 8. 14. employees are encouraged to discuss any concerns with the evaluation of their positions or the content of their job description with their respective managers. the Board has been properly constituted. benchmarks and Hay guide charts. and the rationale for requesting a review of the evaluation of his/her position. the dissenting member shall file a minority opinion. The Total Rewards Planning Unit coordinates the convening of the Job Evaluation Appeal Board. 7. the decisions shall be rendered within 15 working days of the date of the hearing. and that each Board member has the same information. The Chairs shall introduce the employee and his/her representative and provide sufficient time for the employee or his/her representative to give relevant information on the position. b.341 - . The Board will ask the employee or his/her representative to clarify any points that the Board is unclear on. Before submitting a written request for a review by the Job Evaluation Appeal Board to the Deputy Head. Procedures Job Evaluation Appeal Board 1. The Chairs shall introduce the manager(s) responsible for the position under appeal and provide sufficient time for the manager(s) to provide relevant information on the position. . 9. a current job evaluation and rationale. employee’s appeal letter. 2. The Board shall review and discuss the job descriptions to ensure all members have an understanding of the jobs. and c.

prepare a draft of the decision. 8. the dissenting member may file a minority opinion. The Chairs shall record the decision of the Board. Board members may ask questions of the manager to address matters requiring clarification. In the event that consensus cannot be reached. the union and the other Board members with a signed copy of the decisions. 6. whether the decision is unanimous or not. The Chairs will provide the employees. The Board will ask the employee or his/her representative to clarify any points that the Board is unclear on. including any minority opinions and circulate the draft decision to the other Board members for their review and authorization. the Job Evaluation Appeal Board decision and any minority reports. The Board will conclude with a review of the process (what worked. 17. 12. all members of the Board are to sign the decision. an accurate job description and organizational chart. 9. 10. 3. the Board has been properly constituted. Job Evaluation Review Board 1. and with a commitment regarding completion of the report. 7. 4. 11. Unless there are unusual circumstances. The Chair shall introduce the manager(s) responsible for the position under appeal review and provide sufficient time for the manager(s) to provide relevant information on the position. release of the decision. The Board shall review and discuss the job descriptions to ensure all members have an understanding of the jobs.342 - . Client Service Managers. and timelines. the employee’s appeal letter. a current job evaluation and rationale. The Board shall proceed with the evaluation of each position utilizing the Job Evaluation Manual and Hay guide charts together with all available reference evaluations. At least two working days prior to the actual appeal hearing the following materials must be distributed to all Job Evaluation Review Board members: a. 2. 16. When finalized. and the Hay Guide Charts. The Chair shall confirm that the Appeals have been properly registered. and the rationale for requesting a review of the evaluation of his/her position. a copy of the Job Evaluation Manual. the decisions shall be rendered within 15 working days of the date of the hearing. including any minority opinion and circulate the draft decision to .Human Resources Manual 15. what requires improvement). 5. The Chair shall explain the decision making process to the employee and manager and provide an indication as to when a response may be anticipated. its rationale. Total Rewards Planning when the Appeal Board decision is not unanimous. and d. The employee requests that the Deputy Head refer the appeal to the Job Evaluation Review Board via the Manager. The Chair shall introduce the employee and his/her representative and provide sufficient time for the employee or his/her representative to give relevant information on the position. c. whether the decision is unanimous or not. its rationale. prepare a draft of the decision. The Board shall call upon the employee(s) and their representative and the manager to attend the hearing. b. and that each Board member has the same information. This information shall include the position descriptions and relevant organization charts of the positions to be reviewed. The Chair shall introduce the members of the Review Board and bring the meeting to order. The Chair shall record the decision of the Board. The Board shall arrive at a decision as to the evaluation of each of the positions in question. reference material such as sore thumb listing of all evaluations across the GNWT. The original copy will be forwarded to the employees.

htm . The Total Rewards Planning unit sends out the decision of the Job Evaluation Appeal Board to the Employee.905a . Client Service Manager responsible for the department in which the job is located. Pay Article 36. 13.gov. all members of the Board are to sign the decision. the Deputy Minister of Human Resources and the employee’s Deputy Head.Job Evaluation/905a/default.nt.UNW Bargaining Unit Job Evaluation Appeals the other Board members for their review and authorization.343 - . When finalized.ca/policy/hrm/0900 . Job Evaluation Last Updated: August 2007 Online Edition URI: http://www. Authorities and References Main Collective Agreement with UNW Article 24.hr.

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pdf . Boards or Agencies who have been trained in the use of. Employee Designate is a public service employee who has been trained in the use of Hay Method of Job Evaluation and who has agreed to be a member of the Special Review Committee at the request of the employee forwarding a submission to the committee. 1. Definitions 1. Employee Representative refers to an individual that is chosen by the employee to make a presentation on the employee’s behalf. a representative of the Deputy Minister of Human Resources. the Hay Method of Job Evaluation. 6. These committees evaluate all jobs within the GNWT on a rotational basis. http://www. Excluded Employee is an employee who is employed in a position that is excluded from membership in a bargaining unit under Section 41. and a public service employee designate. Only the incumbent of a position may appeal the evaluation of that position. Hay Guide Charts are the Guide Charts produced by Hay Group for use by clients in evaluating jobs using the Hay Method of Job Evaluation.905b .nt.7) of the Public Service Act. It also contains information respecting the knowledge and skills required of an incumbent in order for the person to satisfactorily do the job and lists the working conditions that exist when the duties are performed. An employee in an excluded position may appeal the evaluation of his/her position. Special Review Committee is a committee consisting of an Independent Chairperson. Guidelines 1. Deputy Heads are the final authority respecting the assignment of work and job description content within their Departments.ca/policy/hrm/0900%20-%20Job%20Evaluation/905b/documents/905bTermsofReference. 7. Application 1. All members must be trained in the use of the Hay Method of Job Evaluation and have reviewed the Special Review Committee’s terms of reference1. Job Description is a written statement of the purpose and responsibilities of a position.345 - .Excluded Employee Job Evaluation Appeals Introduction 1. 2. Boards or Agencies. (1) (1. The incumbent must submit an appeal within 30 days of being notified of the evaluation of the position.hr. 3. and have experience using.Excluded Employee Job Evaluation Appeals 905b . 2.gov. The Special Review Committee conducts an independent review and evaluation of the position. These guidelines and procedures apply to all Government of the Northwest Territories’ (GNWT) employees in excluded positions except casual employees. 4. Interdepartmental Job Evaluation Committees (IJEC) are committees consisting of employees from a number of GNWT Departments. 5.

as a result of the review. 14. The Deputy Head refers the appeal to the Special Review Committee to the Manager. Employees cannot appeal the evaluation for a position in which they are acting. he/she shall be paid as the present incumbent of that position (PIO) (see HRM 1001 – Salary Administration2). The employee contacts the Manager of Total Rewards Planning to obtain the list of trained employees who are willing to sit on the Special Review Committee as an employee designate. while the job description is correct. 4. and in respect of the evaluations of all other GNWT jobs. Before submitting a written request for a review by the Special Review Committee to the Deputy Head. 8. an employee shall discuss any concerns with the evaluation of their position with their manager.gov. 11. The employee (or an employee representative) has the right to make a presentation respecting their concerns. 3. 9. the resulting evaluation is not accurate. 12. An employee may withdraw an appeal at any time during the appeal process. materials contained in the Hay Job Family and Model Job Binder. Total Rewards Planning. This withdrawal must be in writing addressed to the Manager. Where. The evaluation of the position by the Special Review Committee shall be final and binding. 6. 5. The employee selects any person on this list or another employee who meets the training and experience requirements of an employee designate and requests their membership at the Special 2. http://www. The employee (or representative) is not present during the Special Review Committee evaluation process nor do they have any authority in the final decision of the committee. model jobs and other materials contained in the GNWT Job Evaluation Manual. job families. No retroactive pay shall be made for any re-evaluation adjustment that extends beyond 60 days prior to the submission of the request for a review to the Deputy Head.nt. 13. The Total Rewards Planning unit coordinates the convening of the Special Review Committee and informs the employee of the expected time frames. 2. as it is inappropriate for the incumbent of a position to be involved in the position’s evaluation.ca/policy/hrm/1000%20-%20Salary%20Administration/1001/default. Employees may not sit on the Special Review Committee themselves. Total rewards Planning. Procedures 1. The Special Review Committee will evaluate positions utilizing all factors in the Hay Guide Charts in conjunction with GNWT benchmarks. based on the majority decision of the committee. 4. Appeals should contain detailed information providing a rationale for why the employee believes that their position is improperly evaluated. a position is found to be over-evaluated and the maximum salary payable in the new range is less than the maximum salary of the incumbent of that position. However.Human Resources Manual 3. The Department of Human Resources maintains an up to date list of individuals trained in the Hay Method of Job Evaluation. they may appeal the evaluation for a position they occupy by virtue of a transfer assignment. 7. 10. The effective date of a re-evaluation that results in an increase in pay shall be the date upon which the employee began to perform the described responsibilities as certified by the Deputy Head. Appeals are only held when an incumbent believes that.hr.346 - .htm . 5.

6. The individual may or may not be from the employee’s department.347 - . 8. It is up to the employee to ensure they are comfortable with their choice of employee designate.Excluded Employee Job Evaluation Appeals Review Committee. appoints an appropriately trained individual from the list maintained by the Department of Human Resources.ca/policy/hrm/0900 . the Manager. Where the employee chooses not to request an employee designate.htm . they may decline to do so.gov. Authorities and References Excluded Employees’ Handbook Job Evaluation Last Updated: August 2007 Online Edition URI: http://www. the Deputy Minister of Human Resources and the employee’s Deputy Head.905b . The employee must be present for the Special Review Committee hearing.nt. 9.Job Evaluation/905b/default.hr. Total Rewards Planning. The employee must then select and contact another representative. If the employee designate feels there may be a conflict of interest in sitting on the Special Review Committee. Client Service Manager responsible for the department in which the job is located. The Total Rewards Planning unit sends out the decision of the Special Review Committee to the employee. 7.

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hr.ca/Agreements/NWTTA/appendixc/ http://www.351 - . 4.nt.01(e) .Salary5 Article A2 .htm http://www.nt.hr.Pay Schedules4 NWTTA Collective Agreement Article A1 .Experience Increments 7 Appendix C .Salary Administration/1001/default.hr.gov.gov.nt.nt.Apprentices2 Appendix A9.gov. 3.ca/agreements/excluded/APPENDIX%20A/ http://www.ca/Agreements/UNW/appendixa8/default.hr.nt.Substitute Teacher Salaries9 Excluded Employees’ Handbook .01(1) .Salary12 Economic adjustments for excluded and senior management employees are approved by the Financial Management Board.gov. 8.gov.nt.htm http://www.nt.Salary Reference Entitlements for employees are contained in collective agreements and employee handbooks including: UNW Collective Agreement Article 24 .ca/Agreements/NWTTA/appendixa2/ http://www.Salary Schedule 8 Appendix D .Hourly Rates of Pay11 Senior Managers’ Handbook . http://www.ca/Agreements/UNW/appendixb/ http://www.HTM .nt.Qualifications6 Article A3 . 10. 11. 6.nt.ca/Agreements/MANAGERS/SALARY/DEFAULT.hr.ca/Agreements/UNW/appendixa9/ http://www.ca/Agreements/EXCLUDED/SALARY/DEFAULT. 7. 12.Pay1 Appendix A8.Salary 1001 .ca/Agreements/NWTTA/appendixa3/ http://www.hr.hr.HTM http://www.gov.ca/Agreements/NWTTA/appendixa1/default.hr.gov. Last Updated: December 2012 Online Edition URI: http://www.gov.ca/Agreements/NWTTA/appendixd/ http://www. 2.nt.Adult Educators3 Appendix B .gov.Salary10 Appendix A .hr.htm 1. 9.hr.gov.1001 .nt.gov. 5.hr.gov.ca/Agreements/UNW/article24/ http://www.gov.hr.nt.ca/policy/hrm/1000 .nt.hr.

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353 - .hr.Salary3 Senior Managers’ Handbook .hr.nt.05 .hr.HTM http://www.Salary Increases1 NWTTA Collective Agreement .hr.HTM .ca/Agreements/EXCLUDED/SALARY/DEFAULT.nt.Salary Administration/1004/default.hr.gov.Experience Increments2 Excluded Employees’ Handbook .Pay Increments 1004 .nt.ca/Agreements/NWTTA/appendixa3/ http://www. 2. 3.Article 24.gov.ca/policy/hrm/1000 .Pay Increments Reference Entitlements for employees are contained in collective agreements and employee handbooks including: UNW Collective Agreement .gov.Article A3 .Salary4 Last Updated: December 2012 Online Edition URI: http://www. http://www.nt.gov.ca/Agreements/UNW/article24/ http://www.1004 .ca/Agreements/MANAGERS/SALARY/DEFAULT. 4.gov.nt.htm 1.

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Special Leave 4 A1.gov.1005 .02(5) .htm .gov.Social Justice Fund3 NWTTA Collective Agreement Article 13.09 .hr.gov.nt. http://www.hr.gov.hr.Salary Administration/1005/default.Food and Transportation Assistance2 Appendix A6 .hr. 3.Deductions5 Last Updated: December 2012 Online Edition URI: http://www.01(5) .Pay1 Article 44 .nt.ca/Agreements/NWTTA/appendixa1/default.ca/Agreements/UNW/appendixa6/default.ca/policy/hrm/1000 .nt. 2.gov. 4.hr.Deductions From Pay Reference Deduction provisions for employees are contained in the Collective Agreements and the applicable deductions in benefit plans identified in Chapter 1100 – Insurances of the Human Resource Manual: UNW Collective Agreement Article 24.Deductions From Pay 1005 .355 - .htm 1. 5.hr.htm http://www.gov.ca/Agreements/UNW/article24/ http://www.nt.nt.htm http://www.ca/Agreements/NWTTA/article13/ http://www.nt.ca/Agreements/UNW/Article44/default.

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• collection of money owed to the Government upon termination of employment. Guidelines 1. Application 1. and f. Recoveries are not subject to the limitations in #5. advances and allowances. b. Definitions 1. 3. the amount to be deducted per pay cheque will be 10% of the employee's gross earnings per pay period unless the Employer and Employee mutually arrange an alternative repayment schedule for recoveries.Recoveries From Pay/Garnishment Introduction 1.1006 . These guidelines and procedures apply to all employees. Garnishment is withholding money in compliance with a legal order to pay the employee's debt to a third party.Recoveries From Pay/Garnishment 1006 . c. . salary paid for unearned leave and absence without leave. If the total amount outstanding is less than 10% of the employee's gross earnings per pay period. e. Recoveries may be made from an employee's pay for money owing to the Government for: a. over-payment of salary or wages. under the Financial Administration Act or on authorization of the Comptroller General. such as: • an advance for travel or removal expenses. loans. arrears on deductions from pay. • an allowance to purchase and transport food if residing in an eligible community. the full amount is deducted from one pay period. 4.357 - . For managers and employees in the excluded group. except those employed by the NWT Power Corporation. The Government may make recoveries from an employee's pay. no more than 10% of gross earnings per pay period may be deducted for recoveries. d. rent arrears. other debts collectible. including tenant damages to staff accommodations. and #6 above in these cases: • recovery for an absence without leave. 2. or • assistance to purchase tools. For continuing employees in the Union of Northern Workers (UNW) or NWTTA bargaining units.

10 (1).02 (5) (c) and (b). Salary Last Updated: June 2001 Online Edition URI: http://www. Pay Article 44.358 - . (e) and (f) from employees in the UNW bargaining unit are not subject to the limitation in #5.Human Resources Manual • recovery under garnishment. recoveries of monies owed as described in #4(c). such as compliance with a court order. • superannuation. starts recovery action. These recoveries are made in full or as mutually arranged between the Employer and the employee.nt. The Department of Human Resources.hr.htm . upon receipt of notification of money owing. Authorities and References Financial Administration Act Main Collective Agreement with the UNW Article 24. In addition. 5.gov.ca/policy/hrm/1000 .Salary Administration/1006/default. Procedures 1. Food Purchasing and Transportation Assistance Collective Agreement with the NWTTA Article A1.

being designated in charge of a ward. The following positions fall into the health and safety category: Education. for a specific period of time where the assumed position is at a higher pay level than the home position. being designated an employee in charge when the head nurse or unit or department manager is not present to cover the daily operations of the ward unit or department. may determine whether or not the payment of a responsibility allowance is appropriate for acting periods of less than 5 days. Acting periods are normally for a minimum of five days and not more than six weeks in length. 2. or c. individuals will be designated as acting and receive responsibility allowance in those positions where health and safety considerations make the presence of a supervisor a requirement and where the employee is required to perform the full duties of the position.1007 . Acting Period is the time an employee temporarily fills a position at a higher pay level. however. 3. The Employer may require employees with the necessary qualifications to perform duties of a position at a higher pay range temporarily for which the employee will receive responsibility allowance. The individual is required to do the full job to be eligible and managers will need to be able to articulate their decision on whether or not to provide the allowance. assuming the duties of a position. unit or department on any shift in circumstances which place upon the employee responsibilities greater than those ordinarily assumed. Definitions 1. 2. Acting is defined as: a. HRIS is the Human Resource Information System. These guidelines and procedures apply to all employees. a nurse temporarily replacing another nurse in the position of supervisor. except those employed by the NWT Power Corporation and those employed by the NWT Teachers’ Association. Where a supervisor is absent less than five working days. 3. financial and human resource responsibilities. Application 1. Managers.Responsibility Allowance Introduction 1. or b. including all programs. Guidelines 1. Culture & Employment . or d.359 - .Responsibility Allowance 1007 .

Inuvik.STHA • Environmental Health Officers – STHA • Laboratory Technologist – Core Lab – STHA • Laboratory Technologist – Bacteriology .Human Resources Manual • Residence Life Manager. BDHSSA Industry. Tourism & Parks Justice • Corrections Officers • Shift Supervisors . Joe Greenland Centre. Tourism & Investment • Manager.Health & Social Services’ Authorities • Facility Manager. NSCC . South Slave Region Health & Social Services • Nursing position on the floor . BDHSSA • Lab Supervisor.STHA • Licensed Practical Nurses .Health & Social Services’ Authorities • All Registered Nurses .Fort Smith • Senior Youth Officer .STHA • Senior Technologist Computerized Tomography .Fort Smith • Nurse in Charge . Wildlife.STHA • Pharmacy Technician . Aurora Campus Environment and Natural Resources • Manager. Yellowknife Campus • Manager. Student Services.360 - . Thebacha Campus • Manager. Yellowknife • Correctional Supervisor .STHA • Radiology Technologist . Social Programs . BDHSSA • Director of Social Programs. BDHSSA • Manager of Mental Health and Addictions. BDHSSA • Diagnostic Imagining Supervisor. Student Services. South Slave Region • Manager.Health & Social Services’ Authorities • Sonographer .Health Centres • Manager.River Ridge • Corrections Service Worker Supervisor .Stanton Territorial Health Authority (STHA) • Mammography Technologist . Forests.SMCC.

5. Petroleum Products 0. Where a supervisor is absent for longer than six weeks and the Department.1007 . or officer delegated under the Department. Board or Agency Approval Authorities. the total amount of salary and responsibility allowance shall not exceed the maximum rate of pay for the position in which he/she is acting. When an employee is required to temporarily perform the duties of a position at a higher pay range for five days/shifts or less. replacement of the supervisor should be through a transfer assignment.361 - . If an employee is designated as acting in a senior management position. When an employee is required to temporarily perform the duties of a position at a higher pay range for more than five days/shifts. The Deputy Head of the employing Department. Board or Agency. .Responsibility Allowance Municipal & Community Affairs • Fire Marshal • Assistant Fire Marshals Transportation • Airport Managers • Supervisors of Surface • Officers in Command (firefighters) • Supervisor. 3. Where a supervisor is absent for longer than six weeks. approves all acting periods. Board or Agency prefers to replace the supervisor through the use of acting. the employee will receive a responsibility allowance equal to 10% of the employee’s base salary. 2. Board or Agency and the Deputy Minister of Human Resources. the acting period greater than six weeks must be jointly approved by the Deputy Head of the employing Department. Surface Structures • Regional Highway Managers • Highway Maintenance Supervisors • Regional Superintendents Public Works & Services • Chief Boiler Inspector • Chief Gas Inspector • Chief Electrical Inspector • Settlement Maintainers • Water Treatment Plant Operators • Regional Superintendent • Director. 4. the employee will receive a responsibility allowance equal to 12% of the employee’s base salary. rather than a transfer assignment. 1. See HRM section 1408 on transfer assignments.

The extension must be within the six-week period.hr. budget or work plan issues. The supervisor identifies an employee to temporarily fill a position and clarifies with him/her the expectations of duties that will be covered (i.e. the education assistant will be paid at a rate two ranges above his/her current step. The employee records the responsibility allowance for the appropriate hours in self-service as per the instructions found on the Department of Human Resources Intranet1. Procedures 1. Where the request is not in accordance with the guidelines. Employees not covered by the Senior Manager’s Handbook who are required to act in a senior manager position will receive a responsibility allowance. Classroom Assistants Excluded Employees’ Handbook Salary. Responsibility Allowance Appendix A4. For self-service exempt employees. c. If a supervisor wishes to extend the acting period.04. 5. etc.ca/intranet/peoplesoft/default. The salary/index code for the acting position. The name of the employee.Human Resources Manual 6. However. Responsibility Allowance Last Updated: April 2009 Online Edition URI: http://www. b. The Department of Human Resources processes the information for payment and updates the employee's record in HRIS. 4.362 - . ongoing work issues. their benefits will not change to correspond to the benefits of a senior manager.nt.nt.gov. 3. the supervisor sends an email with the following information to the Department of Human Resources requesting payment of responsibility allowance: a. The length of the acting period. The title of the position the employee will be acting in. Responsibility Allowance Senior Managers’ Handbook Salary. otherwise.hr. Authorities and References Main Collective Agreement with the UNW Article 24.htm . ongoing disciplinary problems. http://www. When an education assistant is required to lead a class and no teacher is present in the classroom.) or. and d. in cases where an employee is asked to act for a position without supervisory responsibilities.Salary Administration/1007/default. a transfer assignment should be done.ca/policy/hrm/1000 . 6.gov. the Department of Human Resources advises the supervisor initiating the request that the request is not in accordance with the guidelines and provides options for consideration. 7.htm 1.. he/she must send an email to the Department of Human Resources requesting an extension. 2.

hr. 4.htm http://www.gov. Exceptions may be made for employees identified as self-service exempt employees (see HRM 2055). employees are responsible for entry of time reporting and leave into PeopleSoft. To ensure accurate and timely pay.nt.htm http://www. Salary 2 Excluded Employees’ Handbook – Salary 3 Senior Managers’ Handbook – Salary4 Application These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation. weeks one and two are paid at the end of week four.00 Human Resources Establishment Policy Effective Date: November 25.ca/Agreements/NWTTA/appendixa1/default. 2.1008 .htm .hr.hr. Non-casual employees are paid one week after the pay period end date.hr.ca/agreements/managers/SALARY/ http://www. Procedures 1. 2. 2. About this section Authority: 14.gov.ca/Agreements/EXCLUDED/SALARY/ http://www. 4.gov. Employees view their payroll advice online through the PeopleSoft self-service module.gov. 3. 5.ca/policy/hrm/0200%20-%20Employee%20Records/205/default. Guidelines 1. Exceptions may be made where an employee is on leave greater than six months and internet access is unavailable.gov.nt. Paydays are every second Friday. Casual employees are paid two weeks after the pay period end date.Pay Periods Reference Terms and conditions of employment related to pay periods are contained in collective agreements and employee handbooks: Main Collective Agreement with the UNW – Article 24. 3.ca/Agreements/UNW/Article24/default. All employees are paid bi-weekly.nt. http://www.hr. For example.nt.nt. Employees will receive their pay through direct deposit with the Canadian financial institution of the employee’s choice. 2011 History: Previously revised April 2005 Responsible Unit: Employee Services 1.363 - . Pay1 NWTTA Collective Agreement – Article A1.Pay Periods 1008 .

364 - .ca/policy/hrm/1000 .Salary Administration/1008/default.gov.nt.Human Resources Manual Last Updated: November 2011 Online Edition URI: http://www.htm .hr.

The Government of the Northwest Territories (GNWT) believes that employees should be compensated for their outstanding achievements and contributions. 3. Performance Development System is the system selected by Departments. Salary Increments are step increases to the annual rates of pay within the salary range of the position. Guidelines 1. 2. b. goals and objectives and the expected levels of individual achievements and contributions to group assignments are identified. . the major individual and group assignments.Pay for Performance Introduction 1.365 - .Pay for Performance 1009 . Completion of an annual employee performance review. except those employed by the NWT Power Corporation. Application 1. These guidelines and procedures apply to all excluded GNWT employees. At the end of the review period the demonstrated level of achievements and contributions.1009 . Recommendations from managers. Bonuses are lump sum amounts that are paid to employees but which are not added to base salary. 6. and b. Demonstration of outstanding achievements and contributions. Fiscal Year/Review Period is a one-year period from April 1st to March 31st. 2. Pay for performance salary increments and bonuses will be issued once per year. Deputy Heads are responsible for determining which employees should be awarded pay for performance in their Department. Definitions 1. At the beginning of the review period. and if applicable. Outstanding Contributions are contributions that exceed the expected level of contributions of the position. The Deputy Head must approve all pay for performance salary increments and bonuses. Board or Agency. Pay for performance salary increments and bonuses are based on the following criteria: a. 5. the degree to which expected levels were exceeded are identified. Boards and Agencies in which: a. 4. and c. Outstanding Achievements are achievements that exceed the expected level of achievement and performance required for the position. 3.

Board or Agency and a sample call letter1. One increment plus a bonus of 2. as applicable to reflect the degree to which expected levels of achievements and contributions are exceeded as provided for in the Performance Development System for employees who are one step below the maximum step for their salary range. Where a Deputy Head feels an exception should be made to the 20% limitation. The Deputy Head reviews the nominations. Pay for performance is not referenced in an employee’s performance evaluation. 5.hr.DOC 2. Two increments for employees who are two or more steps below the maximum step for their salary range. upon the approval of the Deputy Head: a. a rationale should be prepared and attached to the list of recipients provided to the Department of Human Resources.hr. http://www. http://www. 4. Employees whose overall achievements and contributions exceed the expected level of achievements and contributions for their position may receive. Board or Agency for the review period. along with the rationale for exceptions to the 20% limitation if necessary.366 - . 6. Board or Agency is restricted to 20% of excluded employees in that Department.DOC . Deputy Heads are encouraged to make decisions on pay for performance by June 30 of each year.gov.nt. 11. The Department of Human Resources provides each Deputy Head with a list of incumbents in excluded positions within their Department.ca/policy/hrm/1000%20-%20Salary%20Administration/1009/documents/1009SampleCriteria. Deputy Heads may choose to use the Criteria for Pay for Performance2 to assist with decisionmaking.gov. Deputy Heads will submit to the Deputy Minister of Human Resources a report outlining pay for performance activities during the previous year.5% of current salary.gov.DOC 3. 10. 9. and are effective April 1st of the year immediately following the year to which the salary increment or bonus applies. Only nominations that have been substantiated will be considered. as applicable to reflect the degree to which expected levels of achievements and contributions are exceeded as provided for in the Performance Development System for employees who are at the maximum step for their salary range. 8.hr. or c.Human Resources Manual 4. The Deputy Head informs the Client Service Manager of the approved nominations. 7. Deputy Heads initiate a process within their organization to determine candidates for pay for performance. http://www. Pay for performance increments are in addition to normal annual pay increments. Bonuses are calculated on the pay grid for the previous fiscal year. 2. The Client Service Manager prepares a departmental Pay for Performance summary report3 and transmittal letter for the Deputy Head to forward to the Deputy Minister of Human Resources by June 30 of each year. 3. Pay for performance salary increments and bonuses are awarded for performance for the previous fiscal year.ca/policy/hrm/1000%20-%20Salary%20Administration/1009/documents/1009SampleCallLetter. 1. A bonus of 5% of current salary. The number of pay for performance awards in each Department. b.nt. Employees are not informed of their recommendation for pay for performance until after final Deputy Head approval has been given.nt. Procedures 1.ca/policy/hrm/1000%20-%20Salary%20Administration/1009/documents/1009SampleSummary.

At the Deputy Head’s request. http://www.nt.htm 4.hr. Performance Development System Excluded Employees' Handbook Pay for Performance Performance Evaluation Last Updated: July 2007 Online Edition URI: http://www.DOC .Pay for Performance 5.ca/policy/hrm/1000 .367 - . Authorities and References Human Resources Manual Section 1004. Pay Increments Section 1406.ca/policy/hrm/1000%20-%20Salary%20Administration/1009/documents/1009SampleEmployeeLetter.hr. The Deputy Minister of Human Resources ensures the pay for performance as outlined in the summary is processed.1009 . 6.nt. the Client Service Manager drafts a notification letter4 for the Deputy Head’s signature informing the employee that he/she has been selected and approved for pay for performance.Salary Administration/1009/default.gov.gov.

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369 - . Cancellations of the United Way deduction can take place either on the first pay in July of each year or the fist pay in January of each year. Employees may reduce or increase their contribution amount only at the beginning of a campaign (first pay in January) or on the first pay in July. Employees may specify any number of charitable organizations registered with the Canada Revenue Agency for their donations. The United Way of the Northwest Territories is an autonomous charitable organization which provides financial support to over 7. Senior Management and the Northwest Territories Teachers Association employees. These guidelines and procedures apply to all unionized.United Way Payroll Deductions 1010 . . 9. excluded. therefore. The Departments and Regional offices will be provided with information for distribution to employees. Departments and Regional offices will be required to have all applications returned and entered in time so that the deadlines for the first payroll in January are met. A processing fee is not charged in this case.e. Three weeks written notification is required. this will be in November of each year with deductions commencing or continuing on the first pay in January of each year. Normally.000 agencies and provides funding to an additional 10. Employee donations are forwarded to their chosen charities less a processing fee of $12. 2. Guidelines 1.United Way Payroll Deductions Introduction 1. Payroll Deduction is a process where an employee identifies an amount to be deducted off of each pay (i. Canada Savings Bonds or the United Way). 3. 2.1010 . no receipts will be issued. A new application form will need to be filled out indicating the change. 8. Any contributions not specifically designated by the employee to a chosen charity are provided by the United Way to Northwest Territories organizations according to the United Way’s mandate.50. Definitions 1. 5. 4. Deductions will be reported on the T4 slip in box 46 each year. Employees who wish to donate may enroll only at the beginning of each campaign. Application 1.000 organizations through donor directed giving. Employees will fill out an application to enrol or change the deduction amount. 6. except those employed by the NWT Power Corporation. 7. The Government of the Northwest Territories (GNWT) provides the opportunity for employees to contribute to the United Way of the Northwest Territories through payroll deduction.

7 Last Updated: November 2011 Online Edition URI: http://www.Human Resources Manual 10. Authorities and References Payroll Procedures Manual Section 3.Salary Administration/1010/default.gov.htm . When an employee terminates their employment with the GNWT. he or she may make arrangements directly with the United Way to continue with their contributions if they so choose.nt.ca/policy/hrm/1000 .hr.370 - .

Insurances .1100 .

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and extended health care (prescription drugs.gov.Insurances/1101/default. Last Updated: December 2012 Online Edition URI: http://www. group life and disability insurance benefits.hr.gov.nt.hr.Insurances Reference Benefits and Pension1 Benefit plans provide security and contribute to the health and well-being of employees. dental benefits.htm 1. http://www.ca/policy/hrm/1100 . The GNWT provides a number of benefits that are either mandatory or optional for employees which include a pension plan. eyeglasses.nt.1101 .ca/payandbenefits/ .Insurances 1101 .) benefits.373 - . etc.

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4. Coverage for loss or loss of use resulting from injury is determined. 3. 1. or at the direction of. Class I is the Commissioner. the Policyholder. The repatriation benefit is a maximum of $10. 2. Territorial Judges. The Government provides accidental death or dismemberment insurance coverage for employees while on duty travel. The rehabilitation benefit is a maximum of $10. In addition. 4. 5. except those employed by the Northwest Territories (NWT) Power Corporation. The Family Transportation benefit is a maximum of $10. The policy is coordinated through the Risk Management and Insurance Division of the Department of Finance. Employees should refer to Risk Management for complete details on the policy.000 per person per accident. Class I and Class II employees have 24-hour accident protection for business travel only. Business Travel is travel while on assignment by. The maximum coverage for Class I and Class II employees is $200. under age 70. Definitions 1. The table of losses is available from Risk Management. Guidelines 0.000 per person per accident. These guidelines and procedures apply to all employees. Policyholder means the Government of the Northwest Territories (GNWT).375 - .Employee Travel Accident Insurance 1104 . 2.000 per accident. Class II is all other Government employees and contract physicians.Employee Travel Accident Insurance Introduction 1. Members of the Legislative Assembly. . The Home Alteration and Vehicle Modification benefit is a maximum of $10.000 per person per accident. The information provided here is only a summary of coverage.000 per person per accident. 3. This benefit provides transportation costs for an immediate family member over the age of 18 to attend at a hospital where the injured person is confined.1104 . 7. Executive Assistants. all Hay Plan Senior Managers and all Board Members whose named positions are on file with the policyholder. The loss must occur within 365 days of the accident and only one indemnity (the greater) is paid per accident. Ministers. according to a table of losses. there is a weekly indemnity the details of which can be obtained from Risk Management. This benefit provides for a deceased to be transported home after a fatal accident. The policy also covers individuals while traveling in the leased/sub-leased water bombers. 6. Application 1.

hr. 2.nt.htm 1. 1 Procedures 0.ca/policy/hrm/1100 .ca/FMBS/documents/HR_Manual/1100/contents/#TopOfPage .gov.376 - . The notice of loss must be given to Risk Management no later than 30 days from the date of the accident or the beginning of the disability due to sickness.gov. Proof of loss must be submitted 90 days from the date of accident or the beginning of the disability due to sickness. No enrollment forms are needed. Employees are automatically covered if a Travel Authorization and Expense Claim form (NWT 1890) is signed by the appropriate signing authority .nt. http://www. The policy contains some exclusion and restrictions of coverage. 1.Human Resources Manual 8. Authorities and References Risk Management and Insurances Division Department of Finance Collective Agreement with the UNW Memorandum of Agreement – Employee Travel Accident Insurance Last Updated: January 2008 Online Edition URI: http://www.Insurances/1104/default.

employees may be subject to legal actions.1109 . Application 1. b. Applicable Indemnification Contract refers to the indemnity contract under which current and former employees are or were working at the time against which a legal action. proceedings or prosecutions arising out of acts performed or not performed by the employee at any time in the course of and within the scope of his or her employment and duties with the Government of the Northwest Territories (GNWT). Guidelines 1. the Indemnity Agreement. The alleged misconduct was committed in the performance of duties. From time to time. or a public agency of the GNWT.Indemnification Introduction 1. The GNWT provides legal representation for employees subject to legal actions. c. For former employees who were bargaining unit members prior to the date on which the Indemnity Agreement was signed.Indemnification 1109 . proceeding or prosecution is served or received: a. For employees occupying excluded and management positions on or after the date on which the Indemnify Agreement was signed. and . Indemnity Agreement means the Agreement to indemnify public service employees effective from the 16th day of December 2002. Definitions 1. b. the Indemnity Agreement. 3. the Excluded Employees Handbook or Managers Handbook which was in effect. For former employees who occupied excluded and management positions prior to the date on which the Indemnity Agreement was signed. or a public agency of the GNWT.377 - . proceedings or prosecutions under the following conditions: a. proceedings or prosecutions arising out of acts performed or not performed by the employee at any time in the course of and within the scope of his or her employment and duties with the GNWT. or d. This Policy applies to all employees and former employees except those that are employed by the NWT Power Corporation. 2. the Collective Agreement between the Government and the appropriate union. For employees who were bargaining unit members on or after the date on which the Indemnity Agreement was signed. Indemnification means the Government will protect its employees from liability for damages or legal fees for certain legal actions. The conduct was not a gross disregard or neglect of duties as an employee.

proceeding or prosecution in respect of which an employee is entitled to Indemnification. Procedures 1. the Deputy Minister of Justice or his or her designate shall confirm whether the employee is entitled to indemnification and. 4. 3. the insurer under such policy retains the exclusive right. the Deputy Head or Secretary to Cabinet shall refer the matter to the Deputy Minister of Justice. Board or Agency for whom the employee works or worked shall pay all legal fees. The employee has given immediate notice to the government of the action or proceeding. Indemnification Excluded Employees’ Handbook Indemnification Senior Managers’ Handbook Indemnification Last Updated: March 2008 . damages. In the case of actions. Indemnification NWTTA Collective Agreement Article B7. The Department. if so. shall take appropriate steps to appoint counsel. or other monies payable in connection with the defense or settlement of any action. proceeding or prosecution for which they are entitled to indemnification shall notify their Deputy Head or. Employees must immediately notify their Deputy Head upon becoming aware of any act or omission that could result in a claim against the GNWT. the Secretary to Cabinet as soon as they are able. without consultation with the employee. Employees who are served with or receive notice of any action. proceedings or prosecutions covered under a policy of insurance maintained by the GNWT.Human Resources Manual c. Upon receipt of notification from an employee. Upon receipt of notification of legal action. Employees must co-operate fully with the appointed counsel. 4. proceeding or prosecution. in the case of a Deputy Head. Authorities and References AUTHORITIES AND REFERENCES Financial Administration Act Section 67. 3.3 UNW Collective Agreement Article 50.378 - . 2. 2. to appoint legal counsel to act on behalf of the employee.

hr.Indemnification Online Edition URI: http://www.gov.ca/policy/hrm/1100 .379 - .htm .nt.Insurances/1109/default.1109 .

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1110 - Employment Insurance

1110 - Employment Insurance
Reference
Employment Insurance Act1 Last Updated: December 2012 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1100 - Insurances/1110/default.htm

1. http://laws-lois.justice.gc.ca/eng/acts/E-5.6/index.html

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1200 - Allowances and Benefits

1201 - Dependants of Employees

1201 - Dependants of Employees
Introduction
1. The Government provides various benefits to dependants of employees.

Application
1. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation.

Definitions
1. Dependant a. For employees in the Union of Northern Workers (UNW) bargaining unit, the excluded group and managers includes the following: • an employee's spouse (including common-law) who is residing with the employee; • a child, step child, adopted child, or foster child residing with the employee who is: a. under 21 and is dependent on the employee for support; b. over 21 and is dependent because of a physical or mental illness. • a relative of the employee who is residing with the employee and is totally dependent because of a physical or mental illness b. For employees in the NWT Teachers' Association (NWTTA) bargaining unit, dependant includes the following: • an employee's spouse (including common-law) who is residing with the employee; • a child of the employee who is under 21 and is attending school outside the employee's home community or is dependent upon the employee for support; • a child who is over 21 and is a dependant because of a physical or mental illness; • a relative of the employee who is residing with the employee and is totally dependent on the employee for support because of a physical or mental illness. 2. Reside with is to live in the same dwelling. Normally this will be the place where the person receives mail, keeps personal property, and spends a majority of the time. 3. Common-law spouse is a person who has lived with the employee for a period of at least one continuous year, has been publicly represented as the employee's spouse and intends to continue to live with the employee as their spouse.

Guidelines
1. Proof must be supplied as follows in these cases:

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Human Resources Manual • a physical or mental illness requires a medical statement; • joint custody of a child requires proof of custody; and • a spouse's or child's attendance at a post-secondary institution requires a statement from the school's registrar. The proof must be renewed at the start of every fiscal year. For teachers, the renewal must be at the start of every school year. If this renewal is not provided, benefits for the dependant will cease. 1. If dependants do not move with the employee on initial hire or transfer, they are not considered to be residing with the employee until they move to the employee's new dwelling.

Employees in the UNW Bargaining Unit, Excluded Group and Managers
1. A person is considered to be residing with an employee in the following cases: • A child under 21 who attends school or university outside the employee's home community, but maintains the employee's home as a permanent residence and returns to the employee's home during school breaks (the child must return and live in the employee's home for at least three months of the year). Proof of departure and return may be required to confirm the student lived in the employee's community for at least three months. • A child under 21 who attends high school or elementary school outside the employee's home or community and that level of schooling is not available in the home community. • The employee has joint custody of a child under 21, but the child lives for the majority (50% or more) of the time with the employee. If custody is evenly split, the child can be considered to reside with the employee. If both parents are employees of the Government, only one parent can claim the child. • A child under 21 or a spouse who is institutionalized for medical reasons but returns to live with the employee during the year and maintains the employee's residence as his or her permanent address. • A spouse who attends a post-secondary institution and returns to live with the employee for at least three months of the year.

Employees in the NWTTA Bargaining Unit
1. Normally a spouse must actually live with the employee on a continuous basis to be considered as residing with the employee. However, the NWTTA Collective Agreement contains a Memorandum of Understanding under which exceptions may be made to this on a case by case basis. Exceptions may be made where: • the spouse is institutionalized; • the spouse is living in another community to care for the employee's child who requires special schooling. This does not apply where the special schooling is available in the employee's home community; • the spouse is living in another community to care for the employee's child who requires specialized medical attention; or • the spouse is attending a post-secondary institution and returns to live with the employee for at least three months of the year.

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1201 - Dependants of Employees

Procedures
1. The Department of Human Resources ensures that all requirements of dependency are met before providing benefits to an employee's dependants. This includes determining if the dependant resides with the employee. 2. These guidelines should be used to determine residency. 3. If an unusual circumstance exists and an interpretation is required, Labour Relations should be consulted. 4. If a listed dependant does not meet the residency requirements, the person is not considered a dependant and benefits are not provided.

Authorities and References
Main Collective Agreement with the UNW Article 2, Interpretation and Definitions Collective Agreement with the NWTTA Article 2, Interpretation and Definitions Memorandum of Understanding, Dependant Managers' Handbook Definition, Dependant Excluded Employees' Handbook Definition, Dependant Last Updated: January 1997 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1200 - Allowances and Benefits/1201/default.htm

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1202 - Commuting Allowance

1202 - Commuting Allowance
Attachments
Attachment A - Commuting Allowance Application/Renewal 1

Introduction
1. The commuting allowance is available, upon application, to employees whose workplace is located outside of an 8 km (5 mile) driving distance of a settlement centre if no public transportation is available to the place of work.

Application
1. These guidelines and procedures apply to all employees who are members of the Union of Northern Workers except those who are employed by the NWT Power Corporation.

Guidelines
1. Employees must apply for this allowance. 2. To be eligible, the employee's workplace must be outside of an 8 km (5 mile) radius of a settlement centre and there must be no public transportation available to the place of work. 3. The employee will be paid the distance rate specified in Article 45.11(a)(i) of the Union of Northern Workers Collective Agreement, if he/she is required to use his/her personal motor vehicle. This is the private car kilometre rate authorized for the Employer’s convenience outlined in the GNWT duty travel rates2. 4. Commuting allowance travel (kilometres) is based on travel from the community centre to the workplace and the workplace to the community centre – one return trip per day. 5. The employee must reapply annually for the allowance. 6. The commuting allowance is not paid retroactively.

Procedures
1. The employee sends a written request for the allowance to his/her supervisor. 2. The supervisor confirms with the Department of Human Resources whether or not the employee qualifies for the allowance and advises the employee in writing. 3. If the employee qualifies, the Department of Human Resources enters the information into the GNWT’s Human Resource Information System. 4. When an employee is no longer eligible for the commuting allowance as his/her workplace is within an 8 km driving distance of a settlement centre (i.e., moved residences, transferred/promoted to another position), the employee must advise the Department of Human Resources in writing.
1. http://www.hr.gov.nt.ca/policy/hrm/1200%20-%20Allowances%20and%20Benefits/1202/documents/1202attachA.pdf 2. http://www.hr.gov.nt.ca/library/documents/DutyTravelRates.pdf

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Human Resources Manual

Authorities and References
Main Collective Agreement with UNW Article 28, Commuting Allowances

Last Updated: March 2007 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1200 - Allowances and Benefits/1202/default.htm

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1203 - Safety Footwear and Gloves Allowance

1203 - Safety Footwear and Gloves Allowance
Reference
Entitlements for employees in the UNW bargaining unit are contained in: UNW Collective Agreement Article 46.06 Terms and Condition of Uniform Clothing Issue Appendix A7.06 Work Clothing and Protective Equipment 2 Last Updated: April 2013 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1200 - Allowances and Benefits/1203/default.htm
1

1. http://www.hr.gov.nt.ca/Agreements/UNW/article46/ 2. http://www.hr.gov.nt.ca/Agreements/UNW/appendixa7/default.htm

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1204 - NWT Teachers' Association (NWTTA) Allowances

1204 - NWT Teachers' Association (NWTTA) Allowances
Reference
Allowances for employees in the NWTTA bargaining unit are contained in: NWTTA Collective Agreement Article A4 – Allowances 1 Article 18.16 – Early Resignation Bonus2 Last Updated: April 2013 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1200 - Allowances and Benefits/1204/default.htm

1. http://www.hr.gov.nt.ca/Agreements/NWTTA/appendixa4/ 2. http://www.hr.gov.nt.ca/Agreements/NWTTA/article18/default.htm

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1205 - Allowances Based on Occupation

1205 - Allowances Based on Occupation
Reference
Entitlements for employees in the UNW bargaining unit are contained in: UNW Collective Agreement Article 24.13 – Airport Firefighters Long Service Pay 1 Article 46.06 – Safety Footwear and Gloves 2 Article 46.07 – Dry Cleaning Allowance 3 Appendix A7.05 – Trades, Living Allowance for Equipment Operators 4 Appendix A7.07 – Trades and Apprentices, Compensation for Tools and Equipment 5 Appendix A9.15 – College Educators, Senior Instructor Allowance 6 Appendix A10.A – Health Care Practitioners, Uniforms 7 Appendix A10.B8. – Health Care Practitioners, Special Clinical Preparation 8 Appendix A10.D – Community Health Nurses, Annual Special Allowance 9 Last Updated: April 2013 Online Edition URI: http://www.hr.gov.nt.ca/policy/hrm/1200 - Allowances and Benefits/1205/default.htm

1. 2. 3. 4. 5. 6. 7. 8. 9.

http://www.hr.gov.nt.ca/Agreements/UNW/article24/ http://www.hr.gov.nt.ca/Agreements/UNW/Article46/default.htm http://www.hr.gov.nt.ca/Agreements/UNW/Article46/default.htm http://www.hr.gov.nt.ca/Agreements/UNW/appendixa7/default.htm http://www.hr.gov.nt.ca/Agreements/UNW/appendixa7/default.htm http://www.hr.gov.nt.ca/Agreements/UNW/appendixa9/ http://www.hr.gov.nt.ca/Agreements/UNW/appendixa10/ http://www.hr.gov.nt.ca/Agreements/UNW/appendixa10/ http://www.hr.gov.nt.ca/Agreements/UNW/appendixa10/

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nt.ca/Agreements/NWTTA/article2/default.nt.gov.gov. 6.nt. 3. Continuous Employment5 Article 17.06.hr.01(e).074 Collective Agreement with the NWTTA Article 2.nt.hr. 11.pdf http://www.gov.nt.gov.hr.01(8).hr.ca/Agreements/EXCLUDED/SEVERANCE%20PAY/DEFAULT.htm 1. 10.hr. 7.Allowances and Benefits/1206a/default. 9.gov. 2.htm http://www. and 32.htm http://www. Continuous Employment and Continuous Service 1 Article 32.ca/policy/hrm/1200%20-%20Allowances%20and%20Benefits/1206a/documents/CA1994-Articles32.gov.gov.htm http://www.nt.hr. http://www.ca/Agreements/UNW/Article2/default. 5. 8.nt.gov.1206 .gov.07.HTM http://www.gov.05-32.hr.HTM .ca/agreements/excluded/DEFINITIONS/ http://www.gov. 1994 Articles 32.ca/Agreements/UNW/Article2/default.397 - .nt.hr. Severance Pay7 Excluded Employees’ Handbook Definitions 8 Severance Pay 6 2 9 Senior Managers’ Handbook Definitions 10 Severance Pay11 Last Updated: May 2013 Online Edition URI: http://www.ca/policy/hrm/1200 .Severance Pay Reference Severance pay entitlements for employees are contained in collective agreements and employee handbooks including: Collective Agreement with the UNW Article 2. 4.htm http://www.Severance Pay 1206 .ca/Agreements/MANAGERS/DEFINITIONS/ http://www. Severance Pay3 Collective Agreement with the UNW which expired March 31.05.htm http://www.gov.nt.nt.nt.hr.hr. 32.ca/Agreements/NWTTA/article2/default.ca/Agreements/NWTTA/article17/default.nt.ca/Agreements/UNW/Article32/default.hr.hr.ca/Agreements/MANAGERS/SEVERANCE%20PAY/DEFAULT.htm http://www.

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nt.nt.gov.gov. 4.hr.Allowances and Benefits/1207/default.gov.nt. 2.gov. 3.hr.gov.ca/Agreements/MANAGERS/SALARY/ .nt.399 - .Membership Fees 1207 .hr. http://www.hr.Membership Fees Reference Terms and conditions of employment regarding membership fees are contained in collective agreements and employee handbooks: UNW Collective Agreement Article 57 – Membership Fees1 Excluded Employees’ Handbook – Membership Fees2 Senior Managers’ Handbook – 3Membership Fees4 Last Updated: April 2013 Online Edition URI: http://www.htm 1.ca/Agreements/MANAGERS/SALARY/ http://www.1207 .ca/Agreements/UNW/article57/ http://www.ca/agreements/excluded/SALARY/ http://www.nt.hr.ca/policy/hrm/1200 .

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English.ca/Agreements/UNW/Article24/default. http://www.gov.gov. Examples of these positions include interpreter/translators.HTM . Guidelines 1.hr. http://www. Gwich'in.Pay1 Senior Managers' Handbook Bilingual Allowance2 Excluded Employees' Handbook Bilingual Allowance3 Official Languages Act The Official Languages of the Northwest Territories are Chipewyan. Inuinnaqtun. These guidelines and procedures apply to all employees except those employed by the Northwest Territories (NWT) Power Corporation and employees represented by the NWTTA bargaining unit.1208 . field calls or requests from the public or interjurisdictional inquiries) but is not a requirement of the position. Compensation for using more than one language is provided through the job evaluation process for positions with translation and/or interpreter responsibilities. South Slavey and Tlicho. Bilingual Required 1.Bilingual Bonus 1208 . Cree.htm 2. Deputy Heads decide how official language services are provided in their Department or Agency. 2.nt. Bilingual Preferred means the ability to speak a second official language is an asset to the position as an employee may occasionally provide assistance in another official language (e.401 - ..ca/Agreements/MANAGERS/ALLOWANCES/DEFAULT. 2.ca/Agreements/EXCLUDED/ALLOWANCES/DEFAULT. North Slavey.Bilingual Bonus Reference Main Collective Agreement with UNW Article 24.gov.hr.12 . Inuktitut.nt. Employees whose job descriptions state that their responsibilities require the use of another language are not automatically eligible for the bilingual bonus.nt. and clerk interpreters.hr. Application 1. legal translators. http://www. Inuvialuktun. Definitions 1.HTM 3.g. Deputy Heads are responsible for establishing levels of service in official languages and for commitments under the Official Languages Act. French. Bilingual Required is a position where the ability to speak more than one official language is required to provide adequate service and the community or region the position serves determines the language(s) used in the position.

The Deputy Head submits the job description to the Department of Human Resources. renewable resource officers 14. Employees in positions. communication officers 2. community health nurses 5. transient centres c. health or education attendants for: a. Where a Deputy Head determines a bilingual position is required. boarding homes b. required by the Employer to use two or more of the official languages of the NWT receive a bilingual bonus of $1. Housing Corporation officers in district offices or communities Procedures Bilingual Required 1.. classroom assistants 4. health promotion and education officers 7. Employees who use more than one official language occasionally during their regular workday and that position is not designated as bilingual required may apply for the bilingual bonus under bilingual preferred. 2. no translating or interpreting duties) and approves or denies the position for bilingual bonus. Examples of jobs where an employee may be approved for bilingual bonus include.g. correctional facilities 13. economic development officers 3.Human Resources Manual 1.200 per annum. assistant renewable resource officers 15. other than employees assigned duties of translation and interpretation in their job descriptions. hospital nurses 6. 3. The Department of Human Resources reviews the request to determine if the position is eligible for bilingual bonus (e. lay dispensers 10. community health aides 9. residences d. . juridical officers 11.402 - . he/she will identify the position by stating “bilingual required” and identifying the language required in the position description. community health representatives 8. but are not limited to: 1. social services. Bilingual Preferred 1. social service workers 12.

The employee has an adequate skill level to provide occasional services in a second language. b. 2013 History: April 2007. d. 1208 – Bilingual Bonus Responsible Unit: Policy/Labour Relation Last Updated: March 2013 Online Edition URI: http://www. If the supervisor is unable to assess the employee’s second language skills.1208 .g. he/she should request help from someone else in their department. legal translator. The Deputy Head advises the Department of Human Resources of approved bilingual bonus requests and provides the: a.. The Department of Human Resources will provide Deputy Heads with annual reports on employees who are receiving the bilingual bonus. 7.htm . The Department of Human Resources processes the information for payment on the employee’s bi-weekly pay. c. If an employee changes positions (e. he/she applies for the bonus through his/her supervisor. 2.403 - . etc. employee location. along with his/her recommendation to approve/deny the request. language being used. Bilingual Preferred 1. An employee who uses more than one of the official languages during their workday who feels he/she is eligible under bilingual preferred for a bilingual bonus applies in writing to the supervisor. 5. The employee uses a second official language occasionally during their regular workday. About this section Authority: Human Resources Establishment Policy Effective Date: March 12. but not limited to the following criteria: a. The Deputy Head reviews the application and advises the employee.hr..gov. If the employee feels he/she is eligible under bilingual preferred for a bilingual bonus in the new position.g. employee name. The supervisor will review the request against criteria established for official languages provided in their Department or Agency as well as. if the request is approved or denied. The employee is NOT working in a position whose job description states that the major responsibilities require the use of another language (e. clerk/interpreter). Otherwise.Bilingual Bonus 4. 4.Allowances and Benefits/1208/default. 3. The Department of Human Resources informs the Deputy Head of the decision and processes the information for payment on employee’s bi-weekly pay.nt. the Department of Human Resources will perform the assessment.ca/policy/hrm/1200 . b. 6. the bilingual bonus is terminated. and c. The employee is NOT working in a bilingual required designated position. The supervisor forwards the employee’s request for bilingual bonus to the Deputy Head. 8. in writing. transfer assignment or promotion.).

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Non-Medical Escort is an adult authorized to accompany a patient who is unable to travel without some assistance or who is authorized to stay for part or all of the medical treatment. and e. . or midwife. 3. whichever applies. applicable GNWT dental plan. Duty Travel Rates are defined by the Union of Northern Workers Collective Agreement Article 45. Medical Travel is: a. casual employees with less than four months of continuous employment. travel.Medical Travel Assistance (MTA) Introduction 1. which is required to allow eligible persons to access treatment that is non-elective and required for the health of the patient and not available in the employee’s home community. the NWTTA Collective Agreement Article B5 or the applicable employee handbook. b. This includes approved orthodontic treatment for employees in the NWT Teachers’ Association (NWTTA) bargaining unit. or b. Orthodontic Treatment (for members of the NWTTA only) is orthodontic treatments that are insured under the current. originating from the employee’s home community within the NWT. seasonal employees during the seasonal lay-off. Nearest Community is the nearest centre where appropriate and necessary insured health services or dental services can be obtained. Application 1.405 - . Healthcare Professional is a licensed medical doctor.Medical Travel Assistance (MTA) 1209 . nurse practitioner. Non-Elective Medical Treatment is a service covered by the Territorial Hospital Insurances Act and the Medical Care Act that is required for the health of the patient. Medical Escort is a health professional required to provide professional care to the patient while in transit. 7. of escorts authorized for travel with an authorized patient for part or all of the medical treatment. 4. These guidelines and procedures apply to all Government employees except the following: a. 2. d. The Government of the Northwest Territories (GNWT) provides its employees and their eligible dependants with Medical Travel Assistance (MTA) to the nearest centre where appropriate and necessary non-elective medical treatment is available. substitute teachers. Definitions 0. 5. employees on leave without pay who do not remain in the Northwest Territories (NWT). c. 1. travel.1209 . employees of the NWT Power Corporation. community health nurse. 6. originating from the employee’s home community within the NWT.

Stanton Territorial Health Authority (STHA) is responsible for determining the nearest community and to authorize the travel except when the medical treatment is for dental procedures. MTA is not provided for initial consultation visits for orthodontic purposes. Reimbursement of expenses related to treatment that is not covered by the NWT Health Care or the current applicable Government health insurance plan is not provided. Green Shield Canada may request dental x-rays or other means to verify the referral in order to make this determination. Guidelines General 1. Normal procedures for MTA apply in these circumstances. Medical Travel Assistance Administrator is the individual designated by the Department of Human Resources to administer the medical travel program for GNWT employees. In some extraordinary situations root canals and extractions may be approved. 10. MTA is available for orthodontic treatment. MTA is only provided to the nearest treatment centre where appropriate and necessary insured health services are available. MTA benefits are provided for the shortest possible period required for medical treatment. Green Shield is responsible for determining the nearest community and authorizing the travel for all dental procedures. 9. Referring Practitioner is a NWT healthcare professional who recommends that medical treatment be obtained outside the employee's community of residence. 12.Human Resources Manual 8. MTA is not available for dependants requiring treatment or for employees to escort a dependant requiring treatment. Point of Departure is Edmonton. For members of the NWTTA bargaining unit.406 - . 8. 2. 10. Attending Practitioner is a medical practitioner who provides medical treatment at the place of referral. 11. STHA may authorize travel beyond the nearest treatment centre when: a. MTA will not cover the cost of the program or any expenses incurred while staying at the facility conducting the program. MTA is provided to employees who are required to attend an alcohol or drug rehabilitation program for their own addiction if such a program is not available in the employee's community of residence. Extensions to the initial period of MTA benefits must be supported by a letter from the attending practitioner. 4. . the nearest treatment centre has been contacted and cannot accept the referral. However. Green Shield Canada reviews all dental requests and will determine whether the procedure falls within the GNWT’s Medical Travel Assistance guidelines. Employees may apply for MTA for themselves and their eligible dependants when required medical treatment is not available in their community of residence. or b. Medical Travel Coordinator is an employee of the Stanton Territorial Health Authority who coordinates the medical travel approval process. 7. MTA is not provided when a referral is made by a dentist for routine dental procedures or periodontal procedures. 5. 11. 9. 3. the delay in accessing the nearest treatment centre is clinically unacceptable because of the patient's medical condition. 6. MTA is not provided if a similar benefit is available through another employer or insuring body.

nt. whichever applies.1 0.hr.hr.Medical Travel Assistance (MTA) 12.hr. Travel 0.407 - . If the referring healthcare practitioner directs that the patient must travel by road and not by air.hr. http://www. Travel rates are reimbursed according to Article 45 of the UNW Collective Agreement or Article B5 of the NWTTA Collective Agreement. The MTA Administrator. or point of departure. Mileage is paid at the individual’s convenience rate as outlined in the duty travel rates found online at http://www. 1. the employee must contact the airline directly and incur responsibility for all costs related to changes to the eTicket (electronic ticket).gov. In certain situations. Transportation costs cannot exceed the amount of a MTA flight.gov. Hotel accommodation is booked by the MTA Administrator and chosen by its proximity to the appointment location. The documents will be forwarded to Sun Life who will forward the reimbursement to Stanton Territorial Hospital. 13. However. in cases of air travel.gov. Employees represented by the NWTTA may claim established duty travel rates to a maximum of 30 days.htm . and b. Accommodation 0.ca/library/dutytravel. When an employee requests to drive to the appointment. Transportation assistance is provided to the nearest treatment centre. rather than travel by air: a. MTA does not cover ground ambulance costs within the employee’s home community unless required to transport the employee to the location of the departure of the medivac.htm2.nt. Hotel accommodation is provided for up to a maximum of 25 days. http://www. The employee will only be reimbursed for the amount the MTA Administrator can get a MTA flight for from the airline company. reimbursement for car rental to a maximum of $50 per day may be allowed. Car Rental 0. whichever results in the lesser expense.ca/library/dutytravel. expenses reimbursed are limited to those that would have been provided had the employee traveled by air.1209 .gov.htm 2. 0. Employees are required to sign an Assignment of Benefit Letter and a Sun Life claim form requested by the Medical Travel Assistance Administrator for medivacs (air ambulance) and ground ambulances outside of the employee’s home community. and under extenuating circumstances. prior to the departure date. 2. travel time and expenses must be authorized before travel begins.htm. must approve all car rentals or they will not be reimbursed. 1.ca/library/dutytravel. Mileage is paid at the individual’s convenience rate as outlined in the duty travel rates found online at http://www.nt. Travel time in these circumstances is based on one-half day for each 322 km (200 miles).nt. 3. The Medical Travel Assistance Administrator will make arrangements for payment to Stanton Territorial Hospital for the outstanding amount of the invoice for the medivac and ground ambulance services not covered by Sun Life. Employees may make changes to travel arrangements.ca/library/dutytravel. travel time is granted as if the employee traveled by air.

meals and transportation) per day. escort travel assistance for orthodontic visits (after the initial consultation) may be paid only if the patient is under 18 years of age. if the patient is a child and both parents are required.ca/library/3. 5.nt. Normally. An employee may be reimbursed at duty travel rates for meals enroute to the treatment centre when air travel is interrupted by weather or other circumstances completely beyond an employee’s control.ca/library/ . (For example. from day 16 to day 25.gov. plus full incidentals. All eligible meals and expenses may be reimbursed up to a maximum of 40 days based on: a. An employee travelling within the NWT may be reimbursed for actual expenses incurred for accommodation. Collect calls are accepted by the employing Department. Escorts 0.Human Resources Manual 1. and b. Employees represented by the NWTTA may claim the full duty travel rates to a maximum of 30 days. Non-medical escorts approved by STHA or Green Shield in the case of dental procedures may be reimbursed where a qualified medical practitioner certifies that it is necessary for the patient to be accompanied.00 per trip does not require a receipt. 3. Incidentals are provided under MTA for the first 25 days only. and c. 1. An employee may claim for more than one escort only if approved by STHA or Green Shield. the first 15 days at full duty travel rates. Airport shuttle service must be used where available. subject to the provisions set out in Section 1210 of the Human Resources Manual. Meals and Expenses 0. meals at 50% of duty travel rates. Board or Agency from employees advising of extensions. An employee may be reimbursed at established duty travel rates for each night when staying in private non-commercial accommodation. Taxi fare costing less than $10. No travel assistance is provided for initial consultation visits for orthodontic purposes. Where an employee requests reimbursement for accommodation. Approved accommodation and government rates can be found in the accommodation and car rental directory found online at http://www. 4.) 2.408 - . Long distance phone call charges cannot be reimbursed unless prior approval is obtained.hr. the next fifteen days at a flat rate of $50 (including accommodation. 3. 2. An employee may be reimbursed at duty travel rates for accommodation enroute to the treatment centre when air travel is interrupted by weather or other circumstances completely beyond an employee’s control. For employees in the NWTTA bargaining unit. 4. all escorts must be at least 19 years of age.gov.hr.nt. reimbursement is for room charges. http://www. 2. 1. 3. Receipts are not required for private non-commercial accommodation. provincial room tax and GST only. 3.

the parent or another person designated by the employee may accompany the patient when someone other than a medical escort is required. The STHA Medical Travel Coordinator forwards approval information to the applicable MTA Administrator. and submits to his/her supervisor for approval.409 - . 12. An employee’s dentist fills out the referral letter and submits to Green Shield for approval. 13. travel authorization and expense claim. 8. Please also see guideline 21. 1. 4. questions and answer sheet. 11. The STHA Medical Travel Coordinator processes the required documentation and advises MTA Administrator as to whether travel and any required escort is approved. The MTA Administrator makes all the necessary arrangements for travel and accommodation based on the shortest required time for the MTA travel. 3. 2. Such leave will not be unreasonably denied.Medical Travel Assistance (MTA) 4. Medical Travel Leave should only be used for the travel time as outlined in Section 803 of the Human Resource manual. 14. The employee enters the leave into PeopleSoft self-service.1209 . The referring practitioner completes the MTA travel form and forwards the information to the STHA Medical Travel Coordinator for approval. The MTA Administrator notifies the employee’s supervisor about the approval and advises the supervisor as to the appropriate leave (see section 803 – Travel Time for Medical Treatment). A spouse. The MTA Administrator meets with the employee to review information in the folder. The MTA Administrator contacts the patient to advise that the MTA has been approved. 5. explain the MTA process and advise as to the appropriate leave. the employee gives the MTA form to the attending practitioner who signs the form and states the rationale for the extension. or where applicable completes an application for leave. 6. Transportation costs cannot exceed the amount of a MTA flight. a Medical Travel Assistance Form that the attending practitioner must sign and a late claim information sheet. The MTA Administrator determines the appropriate travel arrangements. MTA Administrator contact numbers. 9. and whether the patient requires accommodation arrangements or if they will be staying in private accommodation. 5. Questions regarding approval/denial should be addressed to the MTA Administrator at the nearest Human Resource Service Centre. The STHA Medical Travel Coordinator advises the applicable referring practitioner as to whether approval for travel has been granted. In exceptional circumstances. If it is determined that extended treatment is required. The referring practitioner identifies the need for medical travel. The approval / denial is faxed to the MTA Administrator located in the nearest Human Resource Service Centre. 7. Time required between the arrival and departure beyond what is covered in the medical travel table should be coded as sick leave. where the referral does not permit adequate time for the MTA Administrator to purchase the ticket. In the case of an employee being the non-medical escort for a member of their immediate family. to explain the MTA process and to have the employee sign the travel authorization. The MTA Administrator prepares an information folder for the employee which includes: the travel itinerary. accommodation information. 10. Procedures 0. employee/dependant checklist. The employee will only be reimbursed for the amount the MTA Administrator can get a MTA flight for from the airline company. the employee may make their own travel arrangements and seek reimbursement later. The employee . Contact the MTA Administrator for rates. the employee may be granted special leave.

17. completes the pre-approval check of the claim and forwards this to the finance unit for the final approval.Human Resources Manual contacts the MTA Administrator to advise that changes are required to the approved flight and accommodation arrangements.gov.07. 15.nt. the employee forwards the expense claim form with receipts and required documentation attached to the MTA Administrator. Travel to a Medical Centre Collective Agreement with the NWTTA Article 14. Medical Transportation Assistance Senior Managers' Handbook Medical Travel Assistance Excluded Employees' Handbook Medical Travel Assistance Last Updated: May 2010 Online Edition URI: http://www. 16. the STHA Medical Travel Coordinator advises the referring practitioner.htm . Within 10 days of returning from medical travel.09. The MTA Administrator reconciles the claim with the Enroute card charges. If the employee requests further information about the decision.Allowances and Benefits/1209/default. If the MTA is not approved. Authorities and References Main Collective Agreement with the UNW Article 20.hr.410 - . the MTA Administrator refers the employee back to the referring practitioner. Board or Agency that he/she requires extended treatment and will be unable to return to work as previously specified.ca/policy/hrm/1200 . The employee must also advise his/her home Department.

nt.nt.ca/FAMWeb/2000%20Travel%20and%20Hospitality/2001/ http://www.1210 .ca/FAMWeb/2000%20Travel%20and%20Hospitality/2002/ http://www.hr.nt.nt. 6.gov.411 - .Allowances and Benefits/1210/default.hr.htm .nt.ca/agreements/excluded/DUTY%20TRAVEL/ http://www.gov.gov.hr.hr.ca/Agreements/NWTTA/appendixb4/ http://www.fin. 7.gov. http://www.nt.fin.gov.nt.nt.hr. including: UNW Collective Agreement – Article 45 Duty Travel1 NWTTA Collective Agreement – Article B4 Duty Travel2 Excluded Employees’ Handbook – Duty Travel3 Senior Managers’ Handbook – Duty Travel4 Financial Administration Manual: Section 2001.gov. 8.ca/Agreements/MANAGERS/DUTY%20TRAVEL/ http://www. Collection of Overdue Travel Advances7 Recent Duty Travel Rates8 (UNW.ca/Agreements/UNW/Article45/default.fin.hr. 3.ca/library/dutytravel. 4.gov.htm 1.gov.nt. Duty Travel5 Section 2002.htm http://www. Travel Expenditures – Non-government Employees6 Section 2003.ca/FAMWeb/2000%20Travel%20and%20Hospitality/2003/ http://www. 2.gov.ca/policy/hrm/1200 . Excluded and Senior Management) Last Updated: April 2013 Online Edition URI: http://www.Duty Travel and Accomodation Reference Terms and conditions of employment regarding duty travel and accommodation are contained in collective agreements and employee handbooks.Duty Travel and Accomodation 1210 . 5.

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nt.hr.ca/agreements/excluded/DUTY%20TRAVEL/ http://www.nt.International Duty Travel 1211 . Excluded and Senior Management) Last Updated: April 2013 Online Edition URI: http://www.fin.hr.Duty Travel3 Senior Managers’ Handbook .gov.fin. 8.nt.ca/FAMWeb/2000%20Travel%20and%20Hospitality/2001/ http://www.ca/FAMWeb/2000%20Travel%20and%20Hospitality/2003/ http://www.htm http://www.gov.ca/Agreements/UNW/Article45/default.gov.gov.International Duty Travel Reference Terms and conditions of employment regarding international duty travel are contained in collective agreements and employee handbooks including: UNW Collective Agreement – Article 45 Duty Travel1 NWTTA Collective Agreement – Article B4 Duty Travel2 Excluded Employees’ Handbook . 4.htm .nt. 2.gov. Travel Expenditures – Non-government Employees 6 Section 2003. Duty Travel5 Section 2002. Collection of Overdue Travel Advances7 Recent Duty Travel Rates8 (UNW.ca/library/dutytravel.hr.ca/FAMWeb/2000%20Travel%20and%20Hospitality/2002/ http://www.nt.hr. 5. 3.Allowances and Benefits/1211/default.hr.ca/Agreements/NWTTA/appendixb4/ http://www.413 - . 7.fin.nt.gov.ca/policy/hrm/1200 .htm 1.Duty Travel4 Financial Administration Manual: Section 2001.gov.gov. 6.gov.hr.1211 .nt.nt. http://www.ca/Agreements/MANAGERS/DUTY%20TRAVEL/ http://www.nt.

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Uniform Clothing Issue 1212 .nt.415 - .hr.gov.Uniform Clothing Issue Reference Entitlements for employees in the UNW bargaining unit are contained in: UNW Collective Agreement Article 46 .ca/policy/hrm/1200 .ca/Agreements/UNW/article46/ .nt.gov.Allowances and Benefits/1212/default.htm 1.1212 . http://www.hr.Uniforms and Protective Clothing1 Last Updated: April 2013 Online Edition URI: http://www.

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he/she may include in his/her effects all-terrain vehicles. The NWT Teachers' Association (NWTTA) Collective Agreement uses the term household effects and does not contain a provision for continuing employees moving within the NWT. Removal administrator is the Government officer in the Department of Human Resources who is designated to co-ordinate and administers removals. Storage company means the company contracted to provide long-term storage services.417 - . 3. substitute teachers and employees of the NWT Power Corporation. the Government moves the employee’s effects out of storage and into the new community of employment. The contract between the Government and the storage company becomes null and void at the end of the three-year storage period.Long Term Storage Introduction 1. Definitions 1. boats. household goods and equipment and personal effects of an employee and his/her dependants at the time of his/her move but does not include automobiles. These guidelines and procedures apply to all employees except casual employees. snowmobiles. To apply for an extension. Guidelines 1. Moving company means the company contracted to move an employee's personal effects. 2. Application 1. motorcycles. 5. 1. The Deputy Minister may approve applications for extensions. When a continuing employee is moved from one community to another within the Northwest Territories (NWT). 3. 4.Long Term Storage 1213 . The Government provides assistance to employees with long-term storage benefits for up to three years. The Government does not pay to insure effects that are in storage. . snowmobiles and foodstuffs. Long-term storage will not exceed three years without the approval of the Employer. the employee must write to the Deputy Minister of the Department of Human Resources. animals. If an employee receiving long-term storage benefits moves to a new community. Effects include the furniture. Board or Agency may authorize the long-term storage of an employee’s effects at the nearest commercial storage facility. the Deputy Head of a Department. 2. The employee must arrange and pay insurance costs. trailers. Where necessary. or foodstuffs. The cost to move effects out of storage is the responsibility of the employee. 6.1213 .

or b. and that the employee is responsible for insuring the goods in storage. See Section 1218 Removal for further information on weight entitlements.418 - . The employee is responsible for paying any costs for insuring the goods in storage. 8. The removal administrator keeps copies of all correspondence and invoices related to long-term storage in the employee's removal/storage file. remove the goods from the storage company. in writing. The removal administrator brings forward a note 45 days before the Government's responsibility for the employee's storage is going to end. 6. and d. The removal administrator advises the employee of the maximum weight entitlement for storage purposes that the Government will pay storage costs for a maximum of three years. 3. c. Written notice will be sent to employees who are receiving long term storage benefits in April of each year advising of: a. Maximum weight entitlement less weight shipped to new work location. The removal administrator advises the moving company of the requirement for storage and the maximum weight allowance for storage by writing the information on the removal estimate and authorization form when the arrangements are being made to move the employee's personal effects. b. The weight the employee is entitled to put into storage at the Government's cost is calculated using this formula: a. that the Government's responsibility for paying storage costs is about to end. the time remaining for which the Government will pay storage cost. 7. This information is also written on the removal estimate and authorization form when the removal administrator is requesting the estimate for the employee's move. 2. negotiate a storage contract with the storage company and leave the goods in storage. The employee has two options: a. The removal administrator calculates the maximum weight the employee is eligible to put into storage at the Government's expense.Human Resources Manual 7. Effects going into storage are part or the employee's total weight entitlement under the removal guidelines. 9. . 5. This is to ensure notice of storage expiry is given in a timely manner. 4. 10. The removal administrator also advises the moving company that the Government will pay the costs for storage of the effects for a maximum of three years. Weight shipped to new work location is the actual weight shipped up to the employee’s entitlement to ship to his/her new community of employment when moving into furnished accommodation. Thirty days before a long term storage contract is due to run out. The removal administrator discusses the need for storage with the employee at the same time arrangements for the employee’s move are being made. Procedures 1. Maximum weight entitlement is the weight entitlement for an employee moving into unfurnished accommodation. the removal administrator advises the employee and the storage company. and b. Weight entitlements differ depending on the employee’s bargaining unit and dependent status. the monthly cost of long term storage.

04 (f) Collective Agreement with NWTTA Article B3.gov.Allowances and Benefits/1213/default.htm . the removal administrator checks the employee’s storage end date to ensure the Government's responsibility has not ended. Authorities and References Main Collective Agreement with UNW Article 43.419 - .hr. The removal administrator pays all invoices for storage of the employee's personal effects.Long Term Storage 11.1213 .ca/policy/hrm/1200 .nt. Each time an invoice is paid.04 (f) Senior Managers' Handbook Long Term Storage Excluded Employees' Handbook Long Term Storage Last Updated: September 2007 Online Edition URI: http://www.

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dependant means: i. ii. is under 21 and is dependent on the employee for support. These guidelines and procedures apply to all employees except substitute teachers and employees of the Northwest Territories (NWT) Power Corporation. is 21 years of age or more and dependent upon the employee by reason of mental or physical infirmity. or c. For employees in the Union of Northern Workers (UNW) bargaining unit. Dependant: a. step child. For employees in the NWT Teachers’ Association (NWTTA) bargaining unit. iii. any child. Any other person who is permanently residing with the employee and: a. an employee's spouse (including common-law) who is residing with the employee. the excluded group and senior managers. Application 1.Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee 1214 .Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee Introduction 1. or b. or foster child of the employee who: a. is 21 years or older and is dependent because of a physical or mental infirmity.421 - . any child of the employee who is attending school or is a student at some other institution. The Government reimburses employees for reasonable expenses for moving themselves and eligible dependants on initial hire or between places of duty with the Government of the Northwest Territories (GNWT). an employee's spouse (including common-law) who is residing with the employee. dependant means: i. adopted child. b. b. is under 21 years of age and is dependent upon him/her for support. is attending school or is a student at some other institution. and is under 21 years. or . ii. and is under 21 years. Definitions 1.1214 .

has lived together in a conjugal relationship outside of marriage with an employee and the employee represents that person as his or her spouse. is married to an employee. Reside with means to live in the same dwelling. animals. or foodstuffs. Removal Administrator is the Government officer in the Department of Human Resources who is designated to co-ordinate and administer removals. motorcycles. 6. . Guidelines 1. Effects include the furniture. keeps personal property and spends a majority of the time. or iv. The circumstances must be explained. The maximum reimbursement for kilometers. accommodations or other items cannot be kept within the limits. 3. 4. household goods and equipment and personal effects of an employee and his/her dependants at the time of his/her move but does not include automobiles. he/she may include in his/her effects all-terrain vehicles. or b.Human Resources Manual iii. meals and accommodation enroute cannot exceed the total cost of the trip had it been made by the most economical airfare. Normally this will be the place where the person receives mail. There will be no reimbursement for any removal made without prior approval. who: a. 5. Payment is limited to the approved costs of a move carried out in the most practical and economical manner supported by receipts. It does not include transportable or sectionalized homes or other quasi-permanent accommodation. regardless of gender. Mobile home is a 2. additional expenses may be approved where the expenses for meals. 3. snowmobiles. a child who is under 21 years and dependent upon the employee for support. any other relative of the employee who is a member of the employee’s household and is totally dependent on the employee for support because of a physical or mental illness. 2. It includes equipment and furnishings installed by the manufacturer. 2. The NWT Teachers' Association (NWTTA) Collective Agreement uses the term household effects and does not contain a provision for continuing employees moving within the NWT. There is an exception if the previous employer provides the employee’s residence and the employee must vacate it. Employees will work with the Removal Administrator. Spouse means a person. snowmobiles and foodstuffs. 4. In exceptional circumstances. or v.422 - . permanent residence on its own wheeled under-carriage that is designed for highway travel. When a continuing employee is moved from one community to another within the Northwest Territories (NWT). boats. a child who is over 21 and is a dependant because of a physical or mental illness. An employee already living in the community where the new job is located is not entitled to any removal assistance. trailers. Employees will conduct the relocation process in a manner than enables them to be available for work on the start date agreed to in the job offer. 1.

Other expenses during transit will be reimbursed accordingly as duty travel with reference to Article 45 of the UNW Collective Agreement. accommodation. Employees choosing to use a u-haul are eligible for expenses equivalent to the cost of an economy airfare.hr. Distance in Kilometres Between the Northwest Territories Communities Time in Transit . The employee is not eligible for any additional mileage. The job offer would indicate this and state the employee is required to report to duty on the 14th.ca/_live/documents/documentManagerUpload/Highway%20Distances. meals. 2.Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee 7. Employees choosing to drive a vehicle not owned by the GNWT are eligible for driving expenses at the individual private car per kilometer rate established by the GNWT duty travel rates2. the distance is outlined on the Department of Transportation Distance in Kilometers Between Northwest Territories Communities chart. Eligible driving expenses do not include gasoline expenses. 4. Excluded and Manager groups are considered on duty travel while in transit from their point of hire to their place of employment. The GNWT shall be in no way responsible for any liability including any charges. accommodations or other expenses. 5. meals. if a person were moving from Vancouver to Inuvik they would be eligible for the maximum 3 days of travel time.UNW. Distances will be the generally accepted most direct route. Employees choosing to fly are eligible for a one-way economy airfare for themselves and eligible dependants as well as accommodations and meals while traveling to their place of employment required by airline schedules. Other expenses may apply.ca/library/dutytravel.pdf 2. insurances. An employee’s start date will be adjusted to include the appropriate number of travel days.1214 . costs or unforeseen expenses that an employee may incur as a result of using a rental vehicle. The start date for the employee becomes the day he/she is to physically be at his/her new job minus the appropriate amount of travel days.nt. Excluded Employees’ Handbook or Senior Managers’ Handbook. Excluded and Management Employees 1. http://www. For travel within the Northwest Territories. The employee’s start date will be adjusted to include these days.gov. Employees in the Union of Northern Workers. Travel time for an employee driving to their point of destination is allowed up to one-day travel for each 644 kilometres. 1 1.dot. http://www.nt. 7. 3.Transportation 1. This transit period does not include any period exceeding the arrival at destination. 6. vehicle repair. etc. 2. 4. Travel days for employees transferring between places of duty within the Government can be considered as duty travel days. Allowable Expenses .gov. Transportation may be the most economical airfare or vehicle not owned by the GNWT.htm . 5. For example. their start date would be three working days before the 14th. These days must be upon mutual agreement with the employee and the Employer in consultation with the Department of Human Resources. An employee will receive compensation at regular salary to a maximum of three days. 3.423 - . If they are to be at work on the 14th and since they are eligible for the maximum 3 days travel time.

4. Each piece of excess baggage is limited to 32 kg (70 lbs). 3. For teachers hired on or after October 1. 6. for up to ten days if the employee is alone.082 kgs (9.000 lbs) if any dependants reside with the employee.424 - .990 kgs (11. 3. b.000 lbs) if two dependants reside with the employee. .175 kgs (7. Accommodation in a private home is paid at $11 per day for the employee and $3 per day for each dependant. For employees in the UNW. 3.05 Duty Travel for the employee and his/her spouse. 2. At point of hire. 4. accommodation at commercial lodgings is paid at a reasonable rate for a maximum of three days. The limit is $10 a day for each dependant under six years. 1990: c. Excess baggage weight is considered to be part of the employee's total weight entitlement for movement of personal effects. accommodation costs are covered for up to one day for each 644 kilometers.804 kg (15. An employee driving to the destination is allowed meal costs for up to one day for each 644 kilometers. e. an employee will receive additional reimbursement in reduced amounts to a maximum of $7. plus an amount equal to one half of that rate for each other dependent at the start of the journey for a maximum of three days. The following maximum weight entitlements apply to the movement and storage of effects including excess baggage where furnished Government accommodation is not provided at destination and/or where the location is serviced by an all-weather road or rail line: a.50 per day per person and $5 per day for each child under six years of age. 2. d. See #38. lodgings while awaiting furniture or accommodation are paid. 4. 3. 2. At destination. Allowable Expenses – Meals and Incidentals 1. such as lack of accommodation at the destination. or 21 days if the employee has dependants. the actual cost of meals and incidental expenses up to a maximum of $15 a day for the employee and each dependant six years and over. At destination while awaiting furniture or accommodation. In exceptional circumstances. This applies if effects are moved separately by a slower method of transportation or if no other expenses are reimbursed for moving effects. Allowable Expenses – Household and Personal Effects 1. 1. 1990: i. For all employees and teachers hired on or before September 30.000 lbs) if no dependants reside with the employee. Excluded and Manager groups. Excess baggage to a maximum of six pieces plus two pieces for each dependant may be covered. the cost of meals and incidental expenses will be reimbursed as per Article 45. 5. 39 or 40. for up to ten days if the employee is alone.Accommodation 1. Telephone calls and faxes necessary to facilitate shipment of effects are covered.Human Resources Manual Allowable Expenses . or 21 days if the employee has dependants. For members of the NWTTA bargaining unit.000 lbs) if one dependant resides with the employee. and ii. If driving to destination.814 kg (4000 lbs) if no dependants reside with the employee. 4.

10.000 lbs) if one dependant resides with the employee. c. if authorized by the Employer.000 lbs) if no dependants reside with the employee. and ii. 907 kgs (2. transportation and in-transit insurance costs are paid. The following maximum weight entitlements apply to the movement and storage of effects including excess baggage where furnished Government accommodation is provided at locations not serviced by an all-weather road or rail line: a. 680 kg if one dependant resides with the employee. For teachers hired on or after October 1. b. a. 907 kg if three or more dependants reside with the employee. uncrating. iii.) . 8. 6.361 kgs (3. 1. 1. Temporary storage pending availability of permanent accommodation. If professional movers are not available in the community. and g.897 kgs (13. Excluded and Manager groups is $250. Allowable Expenses – Mobile Homes (Does not apply to NWTTA members. unpacking. 7. 1. 1990: i. 5. Long-term storage costs at the nearest commercial facility is paid for a maximum of three years when it is not in the interest of the Government to move the effects. During a move. 1. 453 kg if no dependants reside with the employee. 11.500 lbs) if two dependants reside with the employee. payment may be authorized for the cost of packing materials purchased from local stores and the cost of making crates by local residents. but not both.000 lbs) if four or more dependants reside with the employee. For principals who are not indeterminate employees and who are hired for a term of less than two years and term teachers movement of household effects not exceeding: a. and d. A teacher on strength on or before September 30. 680 kgs (1. may be paid.500 lbs) if no dependants reside with the employee.000 lbs) if three or more dependants reside with the employee. 1990 is entitled to the greater of the weight entitlement listed above or below. 9.Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee f. 6. The maximum reimbursement for employees in the UNW. an employee may be eligible for either the excess baggage (#36) or incidental expenses incurred (#45).425 - . and iv.1214 . For all employees and teachers hired on or before September 30. See also Section 1216 .814 kgs (4. An exception is made if transportation problems prevent transporting the total weight allowance in one shipment. ii. 5.000 lbs) if any dependants reside with the employee. 4. Packing.Long Term Storage Guidelines.804 kgs (15. The balance of any unused total weight allowance cannot be claimed later. For members of the NWTTA bargaining unit the maximum reimbursement is $200.000 lbs) if three dependants reside with the employee.814 kgs (4. crating. Employees are reimbursed for incidental expenses incurred in the move. 794 kg if two dependants reside with the employee. 1990: i.588 kgs (3.

b. All claims must be authorized and paid receipts provided. 2. The maximum payment is for three months rent at the former residence. c. the current address and telephone numbers of the employee. etc. in-transit ferry and bridge tolls. Reimbursement is the lesser of the following: a. Upon the employee's acceptance of the job offer. No other expenses are reimbursed for moving effects. The Human Resource representative provides the employee information on removal entitlements. conditions and procedures during the verbal job offer and by an information sheet enclosed with the letter of offer. 3. the Human Resource representative sends the Removal Administrator copies of the letter of offer and acceptance and a job action form for the employee. Allowable Expenses – Real Estate and Other Fees 1. d. 3. disconnection of domestic services. the monthly mortgage payment (principal and interest) on the old residence. preparation of the installed equipment and furnishings of the home for occupancy after the move. 4. All claims must be authorized and paid receipts provided. or b. terms. legal and notarial fees for the sale of their principal residence. . the monthly rental payment on the new residence. both on initial hire and on transfer. 5. b. 2. e. In exceptional cases. connection of domestic services to existing on-site terminals. The residence must be a single family dwelling. Employees. and f. Duplicate housing costs for a maximum period of three months from the date of initial hire are reimbursed. the total expenses to move the mobile home may exceed the maximum expenses that would have been allowed to move the effects. It must be sold and/or purchased within one year of the date of the employee was authorized to transfer. 3. are reimbursed for the cost of breaking a lease at the former place of duty. This does not apply on initial hire to the Government. This includes discussion of the following: a. taxes. in-transit insurance for the home and contents up to a maximum coverage of $30. Procedures 1.000. Employees who are transferred may be reimbursed actual real estate. Reasonable expenses may be reimbursed to move a mobile home if it is the employee's principal residence. 6. 4.426 - . The Removal Administrator contacts the employee to discuss the removal. Expenses that may be claimed for mobile homes include the following: a.Human Resources Manual 1. preparation of the installed equipment and furnishings of the home for the move. 2. the number and ages of dependants moving with the employee.

and sends a copy back to the contractor. f. If long-term storage is authorized. a travel advance may be issued. 9. tentative packing. 8. notes any changes to the original order.427 - . 7. The Removal Administrator completes Section III of the Removal Estimate & Authorization form. The Removal Administrator completes Section I of the Removal Estimate & Authorization form and submits it to the selected moving contractor. The Removal Administrator makes all arrangements for movement of personal effects through moving companies including contacting major moving companies with affiliations throughout Canada for price quotes.Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee c. 10. the Removal Administrator arranges all travel through a local travel agency and pays airline charges with a Government issued credit card. and j. The employee makes all arrangements for movement of personal effects using a u-haul. the Finance and Administration section of the employee’s Department. g. the employee's responsibility for being at destination to take delivery of effects (the effects may be placed in storage at the employee's expense). 12. d. the employee responsibility for purchasing additional insurance coverage on effects. items that are not shipped by the Government. the employee's personal mode of travel for the move. loading and delivery dates. within seven working days. 11. The Removal Administrator records the move under the appropriate mover. the name and telephone number of contact person at destination. storage requirements and entitlements if the employee is going into furnished Government accommodation (the employee is informed that the Government does not pay for insurance coverage for effects in storage). If necessary. accommodations and meals and distributes copies to the employee’s supervisor. i. The Removal Administrator fills out a staff recruitment form listing the price quote from the movers and the estimated cost for flights/driving. Receipts will be provided to the Removal Administrator. Board or Agency and the employee’s removal file. but should include all third party administration fees that the mover is entitled to. etc. 6. entitlements . will complete Section II of the Removal Estimate & Authorization form and send it back with a breakdown of the estimated costs of the services requested and a detailed listing of the items identified for shipment by the employee.1214 . The contractor. The Removal Administrator reviews the estimate to ensure that the contractor is following the most economical removal options. or . the employee responsibility for remaining within the maximum weight entitlement which includes any excess baggage. The total dollar amount recorded should not include third party charges. 5. 4. This must include information on any goods going into storage at Government expense. All costs associated are to be billed directly to the Government. e. h. The itinerary can then be faxed to the employee.including weight restrictions. Personal travel arrangements for the employee and eligible dependants can be made in one of the following two ways if the employee is flying to the destination: a. the employee and the storage firm are advised that the Government will not be responsible for the cost of storage beyond three years nor does the Government pay insurance costs for effects in long-term storage.

Human Resources Manual b. limits and entitlements. 14. and authorizes payment after ensuring compliance with authorization. the Removal Administrator completes a travel expense claim (which includes the travel time when applicable).Hire-Transfer Human Resource Manual Section 1213. 18. which moving company has been selected and accommodation arrangements upon arrival. Food and Transportation Assistance . If the employee requires temporary accommodation on arrival at destination. employees make their own arrangements directly through an airline. the Removal Administrator books and arranges payment for the accommodation staying within the entitlement for the maximum number of nights. Relocation and Ultimate Removal Expenses for Term Teachers Senior Managers' Handbook Relocations . The employee is advised to keep all receipts and submit an expense claim accordingly after arrival. moving. The Removal Administrator reviews all invoices for travel. no travel arrangements are necessary. 15.428 - . The Removal Administrator contacts the employee again to advise of the locator number for air travel. Removal Expenses on Initial Appointment and Subsequent Moves as an Employee Article B4. Long Term Storage Section 1216. storage and other services. 17. as applicable. The employee is contacted to provide receipts and sign the travel expense claim form. estimate. The Removal Administrator can then provide the airline's local representative with a Government issued credit card number for the airline charges. The employee contacts the Removal Administrator upon arrival at destination. Interpretation and Definitions Article 43. providing the Removal Administrator with the locator number. Within 30 days of arrival at the new place of duty. If the employee is driving to destination. Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee Collective Agreement with NWTTA Article B3. Authorities and References Main Collective Agreement with UNW Article 2. 13.Hire/Transfer Excluded Employees’ Handbook Relocations . 16. Copies of all documents pertaining to the move are copied for the removal file.

hr.1214 .gov.429 - .ca/policy/hrm/1200 .Allowances and Benefits/1214/default.Relocation Expenses on Initial Appointment and Subsequent Moves as an Employee Last Updated: March 2008 Online Edition URI: http://www.nt.htm .

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ca/Agreements/UNW/Article42/default.htm . b.nt.hr.ca/Agreements/EXCLUDED/REMOVAL%20ON%20TERMINATION/DEFAULT. and d.gov.1215a .ca/Agreements/MANAGERS/REMOVAL%20ON%20TERMINATION/DEFAULT.hr. c. Previous service with the Federal government or with a Northwest Territories municipal government is not continuous service. The maximum reimbursement schedule is found in collective agreements and employee handbooks.gov.nt. employees of the Northwest Territories Power Corporation. rejected on probation or declared to have abandoned their position. http://www.431 - . Terms and conditions of removal assistance are contained in collective agreements and employee handbooks: Main Collective Agreement with the UNW – Article 42.gov.nt. New Residence is where the employee plans to live after leaving employment with the Government of the Northwest Territories 1. Maximum Reimbursement Schedule is a list of the maximum entitlements to ultimate removal assistance available for each community in which an employee is employed upon termination. Definitions Continuous Service is service with the Government of the Northwest Territories not interrupted by a break in service greater than three months. Community of Employment is the community in which the employee was residing while employed by the Government of the Northwest Territories and upon termination.HTM http://www.HTM http://www.Ultimate Removal Assistance 1215a . casual employees.ca/policy/hrm/1200%20-%20Allowances%20and%20Benefits/1201/default.gov. Ultimate Removal Assistance1 Excluded Employees’ Handbook – Removal on Termination2 Senior Managers’ Handbook – Removal on Termination3 Application These guidelines and procedures apply to all employees. 4. 3.hr. employees who are dismissed.nt. 2. Dependent refer to Section 1201 – Dependents of Employees4. employees in the Northwest Territories Teachers’ Association bargaining unit.htm http://www.hr.Ultimate Removal Assistance Reference The Government of the Northwest Territories provides removal assistance to employees upon termination of employment. except the following: a.

Although the maximum entitlement is $20. an employee will be covered instead by the current system. 9. trailers. 6. The percentage is determined by the length of the employee’s years of continuous service. in accordance with the current system. Removal assistance entitlements may vary for employees hired under a federal transfer program. will continue to receive assistance from their community of residence to the nearest of those communities.g.Human Resources Manual Point of Recruitment is the employee's residence at the time of initial appointment to the Government of the Northwest Territories. and then be entitled to removal assistance as outlined in 8 above. 11. nor does it pay more than a maximum of $2. either to the point of departure or to any destination in the Northwest Territories.g. a spouse’s employer).. is entitled to ultimate removal assistance. 2. household goods. their dependants and their household effects when an employee terminates employment and certifies their intent of moving from their community of employment. the claim must be backed by freight bills and travel receipts. 1976. . all employees. who were hired before August 5. employees must move from their community of employment within 18 months of terminating employment and submit evidence of having moved to the Department of Human Resources within 21 months. including those hired locally. 4. employees hired after August 5. An employee who chooses removal assistance under 8. 5. motorcycles.400. Removal Administrator is the Government officer within the Department of Human Resources designated to co-ordinate and administer removals.00. 7. 3. The Government does not pay more than the total of the substantiated claim. An employee cannot claim to move the same items twice (e. Maximum reimbursement for removal costs on termination of term employees is the lesser of the total assistance described in this clause or in 4 above. The Government does not pay ultimate removal assistance for an employee who receives duplicate assistance from another source (e. An employee hired locally before August 5. whichever is the lesser cost. snowmobiles. boats. and who resides in a community outside of the Mackenzie Highway System. Guidelines 1. NWT Local Hires: Subject to the community maximum reimbursement schedule.432 - . However. equipment and personal effects of an employee and dependants at the time of the move. The maximum reimbursement schedule and length of service entitlements are set out in collective agreements and employee handbooks. 8. living room furniture). Household effects eligible for removal assistance include furniture. The total amount of removal assistance available to an employee is based on a percentage of the maximum reimbursement amount for the employee’s community of employment. 10. When removal assistance under 8 is exceeded by the entitlement under the current system. there may be instances where another source may move items the Government of the Northwest Territories does not. Term employees hired from other NWT communities or from other jurisdictions are entitled to 100% of the removal entitlement outlined in the community maximum reimbursement schedule upon completion of their term. 1976 whose community of residence is the same as the point of recruitment (local hires) and who have ten years of continuous employment are entitled to 100% removal assistance.00 per month of service. In order to be eligible for Ultimate Removal Assistance. Employees hired before August 5.00 per month of continuous service. Eligible effects do not include automobiles. The Government of the Northwest Territories provides employees with financial assistance in moving themselves. animals or foodstuffs. For example.. may choose to use their previous ultimate removal entitlement of $20. 1976: Subject to the community maximum reimbursement schedule. 1976. Refer to the applicable transfer agreement for specifics.

b. Payment of ultimate removal assistance as a lump sum will be made upon the provision of evidence satisfactory to the Department of Human Resources that an employee has moved from his or her community of employment. The removal administrator verifies termination documents and employee removal entitlements by checking the following: a.Ultimate Removal Assistance ultimate removal assistance does not include shipping vehicles. 13. 12. length of continuous service with the Government. If an employee has effects in storage at the Government’s cost. Employees receiving ultimate removal assistance employed in the following communities will have ultimate removal benefits reported on a T4A: TAXABLE ULTIMATE REMOVAL BENEFIT Aklavik Hay River Behchokö (Rae-Edzo) Hay River Reserve Dettah Inuvik Enterprise Jean Marie River Fort Simpson Yellowknife Fort Smith Procedures 1. the Government of the Northwest Territories’ responsibility ends 30 days after the employee’s termination date. 14. Any monies owed by an employee to the Government of the Northwest Territories that cannot be recovered from the employee’s final pay will be deducted from their removal assistance entitlement. 3. Payroll checks for monies owed by the employee to the Government of the Northwest Territories while calculating the employee’s final pay. . Employees receiving ultimate removal assistance employed in the following communities are entitled to a non-taxable benefit: NON TAXABLE ULTIMATE REMOVAL BENEFIT Colville Lake Norman Wells Deline Paulatuk Fort Good Hope Sachs Harbour Fort Liard Trout Lake Fort McPherson Tsiigehtchic Fort Providence Tuktoyaktuk Fort Resolution Tulita Gamètì Ulukhaktok Kakisa Wekweètì Lutselk'e Whati Nahanni Butte Wrigley 15. 1. 2. The removal administrator authorizes payment after ensuring compliance with entitlements.1215a . nature of the termination. Employees are responsible for making all moving and travel arrangements and paying for their move.433 - . The employee is responsible for moving effects out of storage. but a spouse’s employer’s removal assistance package may be used for this purpose.

d.ca/policy/hrm/1200 .nt. Main Collective Agreement with the UNW Effective Date: February 2.Human Resources Manual c. 2012 History: August 2007.434 - . About this section Authority: Human Resources Establishment Policy (14.Allowances and Benefits/1215a/default.00).gov.htm . community of residence and amount on the maximum reimbursement schedule.hr. Ultimate Removal Assistance Responsible Unit: Employee Services Last Updated: February 2012 Online Edition URI: http://www. goods in long-term storage.

1215b . http://www.nt.htm 1.nt.NWTTA 1215b .htm .hr.NWTTA Reference Entitlements for employees in the NWTTA bargaining unit are contained in: NWTTA Collective Agreement Article B2 – Ultimate Removal Assistance1 Last Updated: April 2013 Online Edition URI: http://www.Allowances and Benefits/1215b/default.hr.gov.ca/Agreements/NWTTA/appendixb2/default.gov.435 - .Ultimate Removal Assistance .Ultimate Removal Assistance .ca/policy/hrm/1200 .

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http://www. Sachs Harbour.pdf . The food and transportation assistance is recovered through biweekly payroll deductions. The Department of Human Resources enters the information into the Human Resource Information System (PeopleSoft) and issues the recoverable advance with the employee’s first pay. Food and transportation assistance is a recoverable advance up to a maximum of $5. employees in the excluded or management groups. Employees that qualify for this assistance are informed during the initial employment offer. employees in the Northwest Territories Teachers’ Association (NWTTA) bargaining unit.nt.000.437 - . and c. Procedures 1.Food and Transportation Assistance Introduction 1. 1. whichever is the shorter period of time. Paulatuk. 2. The number of deductions is not to exceed the term of employment or 12 months. 4.ca/policy/hrm/1200%20-%20Allowances%20and%20Benefits/1216/documents/FoodandTransportationAssistanceForm. Definitions 1. The Government provides a recoverable advance to assist employees with food and transportation costs when employees are appointed or transferred to specific communities. 2.hr. and employees of the Northwest Territories (NWT) Power Corporation.gov. 3. the food and transportation assistance by submitting a completed food and transportation assistance form1 with their offer of employment to the Department of Human Resources.1216 . Food and Transportation Assistance is a financial assistance for the purchase and transportation of food supplies to cover the first 12 months in specific communities.Food and Transportation Assistance 1216 . b. Employees are eligible for the food and transportation assistance on initial hire or transfer to one of the following communities: a.00 per household. Ulukhaktok. Guidelines 1. These guidelines and procedures apply to all employees except casual employees. The Department of Human Resources commences biweekly payroll deductions the month following payment to the employee. Application 1. relocation and subsequent moves to the communities. 3.

ca/policy/hrm/1200 . The employee and the shipper/ supplier deal with loss and damage claims. The employee purchases and arranges transportation by sea or air of foodstuffs as necessary to provide sufficient supplies until the next available sealift. All shipments are the responsibility of the employee.gov.hr. Authorities and References Main Collective Agreement with UNW Article 44.nt.htm .438 - . Food and Transportation Assistance Last Updated: April 2007 Online Edition URI: http://www.Allowances and Benefits/1216/default. 5.Human Resources Manual 4.

1.nt. and f. c. GNWT kilometre rates for duty travel d. the Union of Northern Workers (UNW) methodology is updated with information available on February 1 for northern allowances effective April 1. These guidelines and procedures apply to all employees except those employed by the Northwest Territories (NWT) Power Corporation. negotiated increases to the base amount during collective bargaining. return airfare rate to Edmonton from the applicable community. survey of household spending (basket of goods). http://www. 3. road mileage/accessibility. living cost differentials. personal care and recreation. Information that updates the methodology for the northern allowance include: a. Employees do not have to apply for this allowance. and b. The northern allowance is paid biweekly. 4.gov.Northern Allowance Introduction 1. Northern allowances rates are established on a yearly basis following a methodology agreed to by the Unions and Employer. The basket of goods includes food purchased from stores. Guidelines 1.Northern Allowance 1217 . 5.ca/payandbenefits/ . The allowance is not paid for periods of overtime or periods of leave without pay. the Northwest Territories Teacher’s Association (NWTTA) methodology is updated with information available on June 1 for northern allowances effective September 1. b. Application 1. The Government pays a northern allowance to offset community differences in cost of living and travel. The methodology is updated with information available on specific dates of each year and may result in changes in the rates from one year to the next as follows: a. excluded and senior management northern allowance rates1 are effective from April 1 to March 31. household operation.1217 .hr. Excluded and Senior Management Employees 1. e. household furnishing/equipment. 2. clothing/footwear. A northern allowance is paid to every employee. based upon the community in which they are employed. UNW.439 - . the operation of automobiles/trucks. UNW.

the Department of Human Resources enters the applicable northern allowance into the Human Resources Information System. substitute teachers and teachers who do not work a complete academic year will be pro-rated on the number of sessional days the employees work out of a full year of 195 days. Authorities and References Main Collective Agreement with UNW Article 41. Northern Allowance NWTTA Collective Agreement Article B1 Senior Managers’ Handbook Northern Allowance Excluded Employees’ Handbook Northern Allowance Last Updated: April 2007 Online Edition URI: http://www. NWTTA 1.gov.hr. Northern allowance is calculated on the basis of a teacher working 195 days over a ten-month period. Procedures 1. NWTTA northern allowance rates2 are effective from September 1 to August 31. part-time and seasonal employees will be pro-rated to an hourly rate by dividing the annual rate by the standard yearly hours (1950 or 2080). http://www. 3.Allowances and Benefits/1217/default.gov.Human Resources Manual 2.ca/policy/nwtta/ . The allowance for casual. When an employee is hired. 2. relief.ca/policy/hrm/1200 .440 - .hr.nt.nt. Northern allowance for part-time teachers.htm 2.

hr.Employee and Family Assistance Program Reference Employee and Family Assistance Program 1 Last Updated: April 2013 Online Edition URI: http://www.htm 1.441 - .gov.nt.hr.Employee and Family Assistance Program 1219 .nt. http://www.ca/policy/hrm/1200 .Allowances and Benefits/1219/default.gov.ca/workplace/efap/ .1219 .

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Pensions/1301/default.hr.1301 .html .gov.445 - .ca/accueil-home-eng.htm 1.ca/policy/hrm/1300 .Pensions Reference Your Public Service Pension and Benefits1 Last Updated: April 2013 Online Edition URI: http://www.gc.nt.Pensions 1301 . http://pensionetavantages-pensionandbenefits.

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1400 .Planning and Development .

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Action Plan means a document that explains the strategies departments have decided to do to meet their forecasted human resource needs. policy. Human resource planning is most effective when it is linked with strategic. Application 1. Employment Equity Activities means specific actions that help departments achieve employment equity by removing employment barriers and compensating for systemic disadvantages. Barrier means any attitude. Affirmative Action means temporary employment equity measures to help specific under-represented groups acquire and maintain employment in the public service. Forecasting Methods are specific techniques designed to yield accurate predictions. general statement describing what a department will do over the planning period to meet its human resource needs. operational and work planning. 12. system. Employment Equity Planning means human resource planning that focuses on increasing opportunities and removing barriers within the workplace to achieve a representative work force. These guidelines and procedures apply to all employees. and the creation of entry level and bridging positions.Setting Planning Objectives 1401 . Definitions 1. Definitive Objectives describe planned activities that a department expects to do within the budget year. except those employed by the NWT Power Corporation. practice or procedure which denies or limits access to employment or career development opportunities. . Human resource planning objectives are strategic in nature. Forecasting is the process of making predictions. Goal means a broad. Career Planning means the process by which employees set their own career goals and identify training and development strategies to achieve those goals. Employment Equity means equality of access to employment opportunities and freedom from discrimination in the workplace.449 - . and are based on the Human Resource Planning Policy and Directive approved by Cabinet. 8. 9. 10.1401 . 7. based on systematic and thorough analysis of all information. 6. Examples include staff training and development for under-represented groups. 2. 4. revised job descriptions that reflect realistic educational requirements.Setting Planning Objectives Introduction 1. External Workforce means all employment sectors outside of the Government. 5. belief. 2. The usual indicator of employment equity is a workforce that is representative of the population it serves. Supervisors encourage and assist employees to develop career plans. 3. 11.

450 - . Indicators measure results of activities. Strategy means a sequence of specific planned actions deliberately selected by departments to achieve a pre-set goal.Human Resources Manual 13. 16. Strategic Planning means the process of defining long-term objectives and developing strategies to achieve those objectives. Human Resource Requirements means the number and type of people the department will need over the planning period to achieve its objectives. 29. 21. In the Government. . competence and personal suitability. 28. 15. Departments may request professional assistance from the Department of Human Resources. 26. often in quantitative terms. 24. 18. The department's business plan focuses on the current year for which the Main Estimates are developed. Secondment means the temporary assignment of an employee to another position within another department. 23. Human resource action plans indicate how departments manage human resources to achieve operational objectives. Human Resource Planning means the analysis of human resource needs and the development of strategies to reach them. Internal Workforce means the territorial public service. 2. Merit means deserving of appointment or promotion because of qualifications. 17. and the next five years for capital planning. The purpose of human resource planning is to help managers set and achieve strategic and operational goals. 19. Workforce Adjustment means the process of changing the number of people employed. Staff Training means activities that provide employees with specific information or skills to improve their performance in the job they have now. lay-offs and/or planned attrition. to assess the value of performance. board. by focusing on skills beyond those needed for the job they have now. Succession Planning means the process by which employees are prepared to fill key positions. 20. Staff Development means activities that prepare employees for promotion. Structural Objectives are the departments activities that do not change from one budget year to the next. the next three years for operation and maintenance planning. or which departments may expect to evaluate or remove during the planning period. 25. Vulnerable Positions are positions scheduled for evaluation or removal. these plans are set out in the department's business plan. Guidelines 1. 22. Tool is a generic term used to describe a wide variety of human resource management techniques which can be included in strategies. agency or outside organization for professional development or to make use of an employee's expertise not available in a management unit. Decreasing the size of the workforce or down-sizing is achieved through reassignment. Operational Planning means the process of defining departmental priorities and developing specific plans to realize them. 27. Transfer Assignment means the temporary assignment of an employee to another position within the same department for professional development or to make use of an employee's expertise not available in a management unit. Departmental budgets (Main Estimates) are developed from the department's business plan. early retirement. 14.

Setting Planning Objectives Procedures 1.hr. explain the role of the department's human resource planner. • economic. Authorities and References Human Resource Planning Policy Last Updated: January 1997 Online Edition URI: http://www. • demographic data on the internal and external workforces. d. • management philosophies and policies. e. An environmental scan (an analysis of social. economic.gov.htm . present the department's operational overview. political. d. objectives and goals.nt.ca/policy/hrm/1400 . other factors impacting on the department. social.Planning and Development/1401/default. c. explain the combined human resource/operational planning process and how plan development will be coordinated within the department. • planned organization changes. b. • expected legislative changes. and internal factors that may affect the achievement of human resource planning and/or the departmental business plan). mandate (mission statement). c. assign responsibility for coordination of division/region plans and define the time frame for completion. The department's human resource planner and the Director of Finance jointly produce an operational overview. political. agree on the department's business plan objectives. • patterns of employee turnover and mobility. the department's resource management planning objectives. based on the following: • the department's legal mandate. • structural and definitive operational objectives for the planning period. 2. • employment equity status. Deputy Heads meet with their managers to do the following: a.1401 . agree on the department's human resource planning objectives.451 - . f. current organization chart (including regions). b. which includes the following: a.

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453 - . Forecasting of human resource needs is most effectively completed at the division/region (management unit) level of departments. b. Estimated future human resource supply . • training & development.what human resources you will need: • planned working requirements. 2. Guidelines 1. The department's human resource planner will provide technical help.Region/Division Forecasts Introduction 1. • planned organizational changes. . as required. • authorized positions. • employment equity goals. The preliminary forecast shows the positions each need in the future and assesses the extent to which current employees can fill those positions. The division/region head prepares a preliminary forecast of human resource requirements for the management unit based on the following: a. Estimated human resource requirements to support the department's business plan objectives . 2. • external work force supply. • planning guidelines. Procedures 1.what human resources you have: • authorized positions.1402 .Region/Division Forecasts 1402 . Human resource forecasts are based on the working requirements of departments as defined in the departmental business plan. • planned changes in activities. including workforce adjustments. Human resource plans are based on forecasts of future human resources needed to meet future operational activities. • expected attrition. 3. Division/region heads are responsible for preparing forecasts of human resource requirements for their division/region. • return of employees on leave. • mobility.

c.ca/policy/hrm/1400 . Estimated net human resource requirements: • the difference between the human resources you will need (a) and the human resources you will have (b). Last Updated: January 1997 Online Edition URI: http://www.Human Resources Manual • succession plans.htm .hr.nt.Planning and Development/1402/default.454 - .gov.

d. Guidelines 1. c. is the basis of human resource planning actions related to recruitment.455 - . The coded elements can be summarized for separate reporting of the department's employment equity plan.hr. 2. f. e. as required. Select a success indicator for each activity to permit monitoring and results reporting.gov. Select the activity to achieve each objective . Procedures 1.Human Resource Action Plans 1403 .how will each objective will be achieved. Employment equity activities are included in division/region and department human resource action plans. including those dealing with employment equity issues must relate to operational requirements. Activities designed to achieve workforce adjustment objectives must adhere to the provisions of the Workforce Adjustment Program. b.nt. 4. Division/region heads prepare action plans to address human resource needs identified in the forecast. a. linked with the principle of affirmative action. Merit.what must be achieved.what will be done to achieve the goal. Set a goal for each identified need by describing the required result .Planning and Development/1403/default. Code or otherwise identify all goals. 3.1403 . 2. Define the objectives required to achieve the goal . Division/region heads may consult with the department's human resource planner and/or the Financial Management Board Secretariat (FMBS) to assist in the selection of human resource planning activities (tools) to match identified human resource needs.ca/policy/hrm/1400 . Employment equity activities are included in division/region human resource action plans. Last Updated: January 1997 Online Edition URI: http://www.htm . development and advancement. Division/region heads are responsible for developing action plans to meet the human resource needs estimated in their forecasts.Human Resource Action Plans Introduction 1. All human resource planning activities. Indicate the time-frame for implementing and completing each activity. 5. objectives and activities relating to employment equity.

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2. Procedures 1. 3.nt. 4.ca/policy/hrm/1400 . modifies (if needed). 5. Division/region action plans are combined into one department human resource action plan to provide management with a complete picture of all human resource development and management activities.1404 .457 - . as required. in consultation with the department's management committee. Last Updated: January 1997 Online Edition URI: http://www.Consolidating the Department Plan Introduction 1. In departments without a human resource planner.Planning and Development/1404/default. and approves the department's human resource action plan. The human resource action plan is implemented. The Deputy Head.htm .gov. reviews. The human resource planner compiles departmental summaries of specific human resource development activities.hr. the Deputy Head assigns responsibility for monitoring the implementation of the plan and reporting on results. The human resource planner consolidates the division/region action plans into the department human resource action plan.Consolidating the Department Plan 1404 .

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1405b . 5. The entry survey is provided to term and indeterminate employees who are new hires. Application 1. The entry survey also provides employees with an opportunity to give feedback on their recruitment and orientation experience. These guidelines and procedures apply to all employees except those employed by the Workers' Compensation Board and the NWT Power Corporation. An entry survey helps the Employer identify trends or patterns with recruitment and orientation of employees. The GNWT will not release copies of entry surveys. Guidelines 1.459 - . Corporate Human Resources is the Corporate Human Resources Division of the Department of Human Resources. 2. Entry Survey Database contains entry survey information and is used to generate summaries of information for analysis and planning purposes. a summary of the entry survey information may be provided. 4. Regular summaries and analysis of the information may provide opportunities to improve the recruitment process and work experience for current and future employees. Client Services is the Client Services Division of the Department of Human Resources.Entry Survey 1405b . Completion Guide contains answers to frequently asked questions and concerns about the entry survey process. Definitions 1. . 5. Departmental ATTIP Coordinators can provide assistance in these matters. This person is responsible for ensuring that the security of information is maintained. 4. Entry Survey is a form used to gather information from new/transferred employees. A designated person in Corporate Human Resources is responsible for coordinating the collection of entry survey data. 3.Entry Survey Introduction 1. Confidentiality is stressed and strictly observed to encourage the employee to be open and give honest information. If a copy of an individual's entry survey is requested under the ATIPP Act. but only if the summary can be prepared without disclosing the identity of the person who supplied the personal information. 2. Employee participation is voluntary. Entry survey information is considered personal information under the Access to Information and Protection of Privacy (ATIPP) Act that is provided in confidence to the Government of the Northwest Territories (GNWT). 3.

Planning and Development/1405b/default.gov.pdf .ca/policy/hrm/1400%20-%20Planning%20and%20Development/1405b/documents/EntrySurveyCompletionGuide. Once the entry surveys are analyzed and statistical summaries completed. During the documentation process. 5.Human Resources Manual Procedures 1. 4. Authorities and References Access to Information and Protection of Privacy Act Last Updated: October 2006 Online Edition URI: http://www.hr.nt. http://www.hr.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1405b/documents/BlankEntrySurvey.ca/policy/hrm/1400 . The email will include the entry survey1 and a completion guide2. Within the first two months of employment in the new/transferred position. the original paper documents are destroyed. At the end of each calendar year. Client Services notifies all new employees they will be given an opportunity to participate in an entry survey.460 - .gov. the employee will receive an email from a designated staff member in Corporate Human Resources inviting them to compete the entry survey. In instances where survey findings show immediate serious problems.gov.pdf 2. Confidentiality remains a paramount consideration.nt. Statistical information will be provided to Deputy Heads at least once a year.htm 1. 3. http://www.nt. In these instances the hard copy of the entry survey will not be destroyed until matters are resolved. The returned copies of the entry survey are treated as confidential and retained for approximately one year.hr. Human Resources will exercise judgment and discretion to report such findings to the Deputy Head. The employee completes the survey and returns it to Corporate Human Resources for entry into a database. 2. the entry survey information will be compiled into a report that will be provided to the Legislative Assembly as part of the Public Service Annual Report.

461 - . Interchange Canada is the name of the formal secondment agreement used by the Government of Canada when seconding employees to and from the federal government. 9. . Receiving Organization is the organization for which the secondee will be working during the secondment. To contribute to the objectives of the GNWT’s social and economic policy. d. expertise. technology and best practices. It may be a private sector organization or another level of government such as municipal. 2. Application 1. 6. c. 7. 5. improved services and to strengthen the GNWT’s relationships and partnerships with other organizations. Client Services means the Client Services Division of the Department of Human Resources. Outside Organization is an organization that is not part of the Public Service of the Northwest Territories. 3. or an individual with a position in an outside organization to a position with the GNWT. FMB is the Financial Management Board of the GNWT. Employing Organization is the employer of the secondee before the secondment. Definitions 1. 4. provincial and federal. Board or Agency. Secondee is an employee who is on temporary assignment under the terms and conditions of a formal secondment agreement. Secondment is the temporary assignment of a GNWT employee to a position in an outside organization. The objective of a secondment is one or more of the following: a.1407 . To support the development of an employee’s knowledge. The GNWT secondment program promotes and facilitates the exchange of employees through temporary assignments between the GNWT and other organizations. To provide a mechanism for organizations to work together to meet short-term human resource needs when those needs cannot be effectively met through the regular recruitment process.Secondments Introduction 1.Secondments 1407 . Department means Department. diverse skills. for the purpose of creating and supporting informed policy development. skills. b. To increase the GNWT’s access to and acquisition of specialized knowledge. 8. 2. These guidelines and procedures apply to all departments except the NWT Power Corporation. and e. To improve the knowledge base between the GNWT and other organizations. abilities and experience.

5. the Staff Retention Policy will apply. Where a secondee is originally from the GNWT. Client Services will provide assistance with removal arrangements as outlined in the secondment agreement. travel. 10. 4.000. 14. to the Deputy Head of the employing department. including extensions and/or amendments. 6. 11. the employing department will identify a position to which the secondee will return. 8. The secondee may continue to be paid by the Employing Organization. To be considered for a secondment. as applicable. Employees of the GNWT may be seconded to a position in an outside organization. Within one month prior to the expiry of a secondment. the employing department guarantees a position to a returning employee at a salary level equivalent to the employee's salary prior to the secondment. or an individual with a position in an outside organization may be seconded to a position with the GNWT. except in the case of cost-shared arrangements. A secondment may be terminated before its term has expired. If a position is not available and a reasonable job offer cannot be made to the secondee at the end of the secondment. This can be done at the request of any one party on notice to the others. 2. require approval from the employing department’s Deputy Head. Have completed the probationary period. 7.Human Resources Manual Guidelines 1. The Receiving Organization usually pays the full costs associated with the secondment including all salary. benefits. 15. 3. 13. a GNWT employee must meet the following criteria: a. including extensions. administrative. FMB approval is required for secondments where the Government of the Northwest Territories incurs costs exceeding $10. plus any increases or increments the employee would have received had he/she remained in the original position. and c. The Interchange Canada Program will be utilized to second employees to and from the Government of Canada. in writing. the approval must be given 30 days prior to the start of the secondment. Notice of 30 days must be given. The maximum term of a secondment. Costs are reimbursed to the Employing Organization. Secondments. b. . 9. shall not exceed three years. moving to and from the secondment location and any other related expenses. 12. Have formally requested and been granted approval from the Deputy Head of the employing department. a secondment to the GNWT should be filled in accordance with the Government's Affirmative Action Policy. 16. benefits and other costs as shown in the agreement. An extension of the term of a secondment requires mutual consent of all parties to the agreement. Have indeterminate employment status. Where FMB approval is required for the initial secondment.462 - . If possible. Where FMB approval is required. it is also required for extensions and/or amendments at least 30 days in advance. The Employing Organization invoices the Receiving Organization for the salary.

hr.hr. the Receiving Organization and the Employing Organization. Authorities and References Last Updated: May 2006 Online Edition URI: http://www.1407 . or b. Secondment agreement for GNWT employee to another organization 1. Copies of the secondment agreement and position description are retained by the secondee.gov. Secondment agreement for another organization employee to the GNWT 2. Client Services provides all parties with three months advance notice of the secondment completion date.Secondments Procedures 1. 7. 4. and one copy is placed on the secondee’s personnel file by Client Services.ca/policy/hrm/1400 .463 - . The Deputy Head advises Client Services of a potential secondment and the tentative terms and conditions of the secondment. Client Services prepares a draft submission for review and forwarding by the Deputy Head to the FMB.pdf . Client Services prepares the secondment agreement for signature by the parties.htm 1.gov. The Receiving Organization completes a performance appraisal on the secondee upon completion of the secondment.nt.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1407/documents/AnotherOrgtoGNWT. a.nt. Once appropriate approvals are in place. http://www.nt. 3. 6. http://test. Where FMB approval is required.pdf 2.Planning and Development/1407/default. Client Services provides an analysis of the proposed secondment and advises the Deputy Head whether FMB approval is required in additional to Deputy Head approval.gov. 2.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1407/documents/GNWTtoAnotherOrg. 5.hr.

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Definitions 1.Transfer Assignments 1408 . Meet immediate operational requirements. 5. except the NWT Power Corporation. skills and abilities through the transfer assignment. It also provides an opportunity for Departments to make use of an employee's expertise. This is done by providing short-term assignments for employees in their home Department. Transfer assignments are used to: a. or another location within the Public Service. b. well-qualified employees. 4. Departmental Transfer is the temporary redeployment of an employee within the same Department. 3. and therefore have knowledge and skills to meet the changing demands of the work environment. These guidelines and procedures apply to all Departments and Agencies. Transferee is the employee who is redeployed under the terms and conditions of a formal transfer agreement. Department is any Department or Agency of the Government of the Northwest Territories (GNWT) whose employees are public servants under the Public Service Act.465 - . Contribute to an employee's career development.1408 . Receiving Department is the Department where the transferee will be working during the assignment. The Public Service Act Regulations require that selection of employees for promotion or transfer be based on merit. Application 1. The document specifies the terms of the agreement between the Employing Department. 6. A transfer assignment provides an opportunity for an employee to gain a broader range of work experience. 8. with a view to developing a public service staffed by competent. Developmental Plan is a document that details the objectives and methods by which the employee will enhance their knowledge. Guidelines 0. 2. 1. Employing Department is the Department where the employee is employed before the transfer. the Receiving Department (if applicable) and the Transferee. Transfer Agreement is a binding contract for the temporary redeployment of an employee. Interdepartmental Transfer is the temporary redeployment of an employee from one Department to another Department. . 7.Transfer Assignments Introduction 1.

hr. 2. 3.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1408/InterdepartmentalTransfer_000. including extensions.doc . 9. If the original position is no longer available. duty travel expenses.466 - . benefits and any other costs associated with the transfer. Have successfully completed the probationary period in their current position. or e. a position in the Department at a salary level at least equivalent to the transferee's salary.nt. 6. 2. This includes any increases or increments that would have occurred while the transferee was on assignment. 14.docx http://www. For 1.gov.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1408/documents/DepartmentalTransferExtension. 10. Open competitions for term or indeterminate appointments that offer a transfer opportunity to GNWT employees shall be filled through the formal competition process and are subject to the Staffing Appeals Regulations. Address unique human resource considerations.gov. 12.hr. but are not limited to. shall not exceed three years.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1408/DepartmentalTransferAssignment_000. Deputy Heads of the Employing and Receiving Department are the approval authority for all interdepartmental transfers2 8. 4. 11. The Department of Human Resources is responsible for the coordination and processing of all transfer assignments. The Employing or Receiving Department may guarantee a transferee.nt. An employee interested in a transfer assignment opportunity should discuss the possibility of a transfer assignment with his/her supervisor. The respective Department identified in the Transfer Assignment Agreement and the transferee may negotiate more specific arrangements about the location of the position.doc http://www. Have indeterminate or term positions.docx http://www. An extension of the term of a transfer assignment requires mutual consent of all parties to the agreement (departmental transfer extension3/ interdepartmental transfer extension4). Redeploy an affected employee. paying the moving expenses of the transferee to the assignment location and back to the permanent place of employment. These include. Cover acting periods greater than six weeks (see Section 1007.gov.hr. which generally cannot exceed 48 months of continuous employment. and b. Transfer assignments are available to employees who: a. The term of a transfer assignment done through open competition.Responsibility Allowance). Deputy Heads of the Receiving and Employing Departments may extend the transfer assignment by one year through mutual agreement of all parties.Human Resources Manual c. 13. 3. salary.hr. 5. d. another will be chosen. prior to the transfer.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1408/documents/InterdepartmentalTransferExtension.nt.gov. upon completion of the transfer assignment. http://www. Approval for a transfer assignment opportunity is subject to operational requirements and may be refused for operational reasons. The Receiving Department assumes the full costs associated with the transfer.nt. 4. Term employees may only be guaranteed their original position to the end of their term of employment. An indeterminate employee may apply on a term position and request a transfer assignment. The Employing Department may guarantee the transferee their original position and position number at the end of the transfer. The Deputy Head of the Employing Department is the approval authority for all departmental transfers1 7.

doc . Transfer assignments may be terminated at the request of any one party upon 30 days notice to all parties. Transfer assignments filled through a) or b) may be extended for up to one year. the supervisor will complete a developmental plan5 to address the development needs. Two years or less and where a transfer assignment will address the development needs of an existing employee consistent with their personal development plan. must be extended (if required) in his/her home position in the Employing Department for the duration of the transfer assignment. For UNW members. The appropriate Department will be identified in the transfer assignment agreement.Transfer Assignments Union of Northern Worker (UNW) members. 5. Where transfer assignments are terminated upon 30 days notice and the transferee is a term employee. 16.nt. 17. The rationale should. 3. Pay for transfer assignments is generally calculated as a standard promotion. an extension beyond 48 months in one position requires consultation with the UNW. an extension beyond 48 months in one position requires consultation with the UNW. 15. 4. 5. either the Employing or Receiving Department will provide alternate employment at a salary level at least equivalent to the transferee’s salary prior to the transfer. An employee in a term position. or b. may be filled through a limited competition.gov. The Deputy Head must provide the Department of Human Resources (Client Service Managers) with a written rationale for the extension. for the duration of the transferee’s term of employment.1408 . One year or less and where a transfer is required to address an immediate operational need. http://www. 2.467 - . Transfer assignments of more than one year to address an operational need or more than two years for employee development. transfer or voluntary demotion.hr.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1408/documents/TADevelopmentalPlan. 1. but is not limited to. who is approved for a transfer assignment. include: • Why the operational need was not met within the one-year time frame? • Why the operational need could not be met through the open competition process? • Explanation of why results identified in the developmental plan were not met? • Explanation of what would happen if the transfer assignment was not extended? • Has the Deputy Head of the Employing Department been given sufficient notice and agrees to the extension of the transfer assignment? • Will the extension of the transfer assignment negatively impact the Employing Department’s operational requirements? 0. Where an employee is identified for a transfer assignment with development needs. Transfer assignments are reported in the Public Service Annual Report. Generally term employment in one position in a particular Department or Agency cannot exceed 48 months of continuous employment. Transfer assignments may be filled without open competition if the assignment is: a.

The respective Department identified in the transfer assignment agreement will initiate the Staff Retention Policy. If the transfer assignment is to be filled without open competition. Management and Recruitment Services completes the paperwork to extend the employee in his/her home position to cover the duration of the transfer assignment. When this occurs. 3. Management and Recruitment Services shall ensure that the employee is not employed beyond the 48 months of continuous employment limit for terms. the Deputy Head and the transferee agree on the terms of the transfer assignment.Human Resources Manual Procedures 0. if a reasonable job offer cannot be made. Section 2 Human Resource Manual Section 100 – 139. the Deputy Head(s) and transferee sign these documents. with the assistance of Management and Recruitment Services. b. 2. the supervisor. Once the selection has been made and all parties have agreed to the terms: a. and c. with the assistance of Management and Recruitment Services. 4. 1. b. the Receiving Department can guarantee a position to the employee. Management and Recruitment Services prepares the transfer agreement outlining the responsibilities of all parties. The Deputy Head(s) and the transferee sign the documents. 5. the Human Resources Officer prepares a transfer agreement outlining the responsibilities of all parties. If necessary. selects the appropriate applicant. If the transfer assignment is to be filled through the limited competition process or open competition process. the respective Department identified in the transfer assignment agreement will identify a position to which the transferee will return and will notify Management and Recruitment Services. If in the event the Employing Department is unable to guarantee the transferee a position at the end of the assignment period. At least one month prior to expiry of a transfer assignment. Once the selection has been made: a. Staffing Last Updated: April 2010 . Management and Recruitment Services proceeds with the competition as per the staffing guidelines. Management and Recruitment Services confirms the period of employment.468 - . Authorities and References Public Service Act Regulations. The supervisor discusses with Management and Recruitment Services the need for a transfer assignment to determine the appropriate format. the transfer assignment does not require the Employing Department’s Deputy Head’s approval. and c. If a term employee is selected for a transfer assignment. Management and Recruitment Services will facilitate the transferee’s return and the completion of all required documents.

htm .nt.Transfer Assignments Online Edition URI: http://www.gov.Planning and Development/1408/default.hr.ca/policy/hrm/1400 .469 - .1408 .

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The studies must be taken at a recognized Canadian university. taken for education purposes. The allowance paid is determined by the following criteria: a. A planned program of education leave satisfies a human resource need identified through human resource planning. Education Leave is leave granted to an employee to take full-time post-secondary studies lasting at least one academic year. Basic assistance includes tuition. Application 1. 3. 2. . 4. Employees should contact their designated departmental representative with matters that arise while at an academic institution. The program includes academic upgrading when necessary to qualify employees to enter post-secondary studies. Priority Occupations means occupations identified by the Executive Council as a priority for employee development. Employees must have completed at least three years satisfactory continuous service. The Government recognizes the need to develop a stable and competent work force capable of administering Government policies and programs effectively and efficiently. employees must show proof of acceptance by the academic institution and complete a Leave of Absence Agreement. college or technical institute. and one full removal out and in for the education leave. Definitions 1.Education Leave Introduction 1. These guidelines and procedures apply to all employees. travel costs. except Arctic College instructors and teachers and those employed by the NWT Power Corporation. Education leave provides a guarantee of re-employment after completion and may provide partial allowances in lieu of salary. boards and agencies.1409 . Before starting education leave. 2. The skills and knowledge needed to deliver programs can be either recruited or developed from within the organization. Short Term Leave means leave of less than one academic year. Academic Year is equal to two consecutive terms or semesters. Priority occupations include those with chronic skill shortages and poor retention rates identified by the Department of Human Resources. usually eight months. this may be waived in unusual circumstances. 3. Deputy Heads manage the education leave program for their respective departments. but not longer than six months. Education Leave without Allowance in Lieu of Salary Basic assistance. 2. Guidelines 1.Education Leave 1409 .471 - . as outlined above. is paid to employees who request education leave for obtaining qualifications generally relevant to present or future requirements of the territorial public service. Allowances in lieu of salary may also be paid to employees on education leave.

Costs for moving personal effects to the new residence and back to the place of employment after completing their leave also will be paid. In some instances. Applications for education leave must be received before February 15 for academic programs beginning in the summer or fall semesters. Transportation to the institution is paid for employees and dependants. advise the employee whether the request has been approved or denied. Tuition fees are reimbursed to employees upon proof of payment. 4. Education leave greater than six months postpones the employee's next pay increment until the employee returns to work and completes 12 months of paid full-time employment from the effective date of the employee's last increment. supplementary death benefit and disability insurance contributions are normally recovered when the employee returns to full employment. The Employer will.Human Resources Manual b. Leave credits are not earned while on education leave. Education Leave with Full Allowance in Lieu of Salary An allowance equivalent to 100% of present salary is paid to employees on education leave when: • an employee whose skills become technically obsolete requires retraining to satisfactorily carry out the work. Superannuation. b.472 - . The following benefits and payments apply while an employee is on approved education leave: a. Employees who accept education leave must return to employment with the Government for one calendar year of service for each academic year of leave. and before September 30 for programs beginning in the winter semester. This includes all periods of employment before and after the absence(s) but since the last increment date. During summer employment. 7. c. the employee can ask another department head to provide a guarantee of re-employment. Summer employment is counted towards returned service. 5. When an employee is taking an academic program not relevant to jobs in the employing department. c. d. 6. Education Leave with Partial Allowance in Lieu of Salary A candidate receives a minimum allowance equivalent to 50% of present salary when a Deputy Head chooses to train the employee to meet an identified need rather than recruit outside the territorial public service. a 10% increase is added to the allowance in each consecutive year of study. With the prior approval of the Deputy Head. f. other academic expenses for field trips or symposia are paid when they represent a required component of the curriculum. Payments will be recovered over a period equal to that of the education leave. 8. . within a reasonable period of time from the date of any request. employees are paid the salary of the position occupied before taking leave. • an employee agrees to take a program at the request of the Deputy Head when qualified persons cannot be recruited to carry out essential work. Recognizing that 50% of salary may prove a financial burden to employees continuing their education beyond a one year program. tuition fees may be paid directly to the academic institution. up to a maximum of 80%. Travel to the workplace for summer employment between academic years is paid for the employee only. e.

473 - .htm .ca/policy/hrm/1400 .hr.nt. Education Leave UNW Collective Agreement Article 47.gov.Education Leave Procedures 1. Authorities and References Public Service Regulations Section 33 and 34. Educational Leave Managers' Handbook Education Leave Excluded Employees' Handbook Education Leave Last Updated: January 1997 Online Edition URI: http://www.Planning and Development/1409/default.1409 . Employees should consult with their Human Resource designate to determine the application requirements and procedures in their organization.

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Definitions 1. the employee needs to take courses to keep abreast of new knowledge and techniques. Deputy Heads pay all approved expenses. but not longer than six months. Periods of short-term education leave may not be linked together to provide a full education leave benefit. taken for education purposes. 5. Guidelines 1. Employees must have completed at least three years satisfactory continuous service. Where approved by the Employer. 6. but no more than 12 months. may offer the employee assistance between 0% and 100% of pay during the leave. Application 1. b. d.475 - .Short Term Education Leave 1410 . in consultation with the supervisor. 4. for correspondence courses and other training taking place outside of their normal working hours. except teachers and those employed by the NWT Power Corporation. This may include expenses related to tuition and course materials. usually eight months.Short Term Education Leave Introduction 1.1410 . upon successful completion. Employees taking short-term leave are not eligible for household removal benefits or dependent travel. making it necessary to retrain employees. the employee's skills are obsolete and the employee needs retraining to carry out the work. Short Term Leave means leave of less than one academic year. These guidelines and procedures apply to all employees. technical or academic education or training. c. 3. a high potential employee's career could be enhanced by completing the education or training. employees shall be reimbursed. 2. Academic Year is equal to two consecutive terms or semesters. Approval by the Employer and reimbursement of expenses shall not be unreasonably denied. Deputy Heads approve short-term leave for one or more of the following reasons: a. 2. . Employees may apply for leave of less than one academic year to take advanced or supplementary professional. qualified persons cannot be recruited. The Deputy Head.

2. 3. determines level of assistance. in consultation with the applicant's supervisor. 4.Human Resources Manual Procedures 1. The employee completes a return of service agreement if receiving financial assistance. The Deputy Head.Planning and Development/1410/default.ca/policy/hrm/1400 .nt.476 - .gov.hr.htm . The employee applies in writing to the Deputy Head for short-term education leave. The Deputy Head tells the employee. Last Updated: July 2002 Online Edition URI: http://www. the decision on leave and level of support within a reasonable period from the date of the employee's submission. in writing.

02(b) Managers' Handbook Courses Taken on Personal Time Excluded Employees' Handbook Courses Taken on Personal Time . Authorities and References Main Collective Agreement with the UNW Article48. Procedures 1. except teachers and those employed by the NWT Power Corporation. in exceptional circumstances or if there was some overall benefit from the training initiative. 4. Deputy Heads or their designates have the discretion to pay the course/tuition fees in advance or upon receipt of evidence of successful completion of the course.1412 . Application 1. Deputy Heads or their designates may approve reimbursement of tuition/course fees for courses taken on an employee's personal time when: a. These guidelines and procedures apply to all employees. the course is of value to the employee's work. 3. 2. 2. and b. Prior to the commencement of the course the employee applies in writing for approval to have course/tuition fees either paid in advance or reimbursed upon verification of successful completion of the course. the employee provides evidence of successful completion of the course.Tuition/Course Fees 1412 . The supervisor reviews the application and makes a recommendation to the Deputy Head. When the course/tuition fees are paid in advance. the employee is required to reimburse the Employer for the fees by way of payroll deduction. and the employee does not successfully complete the course. The Government of the Northwest Territories recognizes and encourages career development.Tuition/Course Fees Introduction 1.477 - . 3. for tuition/course fees paid in advance. The Deputy Head approves or denies the request. Guidelines 1. Deputy Heads or their designates have the authority to waive the requirements for an employee to reimburse the Employer.

ca/policy/hrm/1400 .nt.hr.gov.478 - .Planning and Development/1412/default.Human Resources Manual Last Updated: February 1998 Online Edition URI: http://www.htm .

6. Recognition may involve: • Giving praise. Definitions 1. Informal recognition means the acknowledgment of day-to-day accomplishments in the workplace. This policy and the applicable guidelines apply to all Departments. Government-wide recognition (Premier's Award for Excellence) means an annual award given to individual GNWT employees or teams who demonstrate excellence and innovation in meeting the objectives of the government. which best reflect the Department's mission. • Department recognition. Deputy Head means the senior public service employee of a GNWT Department. Boards and Agencies of the GNWT except the NWT Power Corporation.Employee Recognition Policy Introduction 1. The GNWT Employee Recognition Policy provides guidelines for the following types of recognition: • Government-wide recognition.479 - . 2. • Granting awards. Application 1. Board or Agency. It will focus on creating an enduring effect for employees and the organization. Recognition will be linked to the GNWT's corporate objectives by supporting defined goals and values. Formal recognition means Government-wide and Department-wide recognition administered through a formal nomination process. Client Services is the Client Services Division of the Department of Human Resources. Long service for the purpose of recognition means a specific period of uninterrupted service with the GNWT. 3. . 3. • Appreciation of service on resignation and/or retirement. 5. and • Celebrating and communicating successes. The GNWT recognizes the accomplishments made by its employees. It is committed to honoring and encouraging individuals and teams who contribute through their efforts and actions to the success of the organization.1413a .Employee Recognition Policy 1413a . 2. 4. vision and values. Department-wide recognition means formal and informal recognition given at a departmental level to individual employees or teams for outstanding contributions and accomplishments. • Long service with the GNWT. 7.

nt.ca/policy/hrm/1400 . 5. The Department of Human Resources will periodically evaluate employee recognition guidelines to ensure that they continue to meet their intended objectives.htm . Department-wide recognition programs shall be designed and administered in a manner that is consistent with the Employment Recognition Policy and accompanying guidelines. 6. Departments. Boards and Agencies wanting to implement a formal department wide recognition program.gov. The Department of Human Resources will monitor and evaluate recognition efforts to ensure effectiveness and to amend the guidelines when necessary. long service and service appreciation awards. Gifts and Other Benefits. "A Guide To Employee Recognition"). Guidelines 1. Departments. Authorities and References FAM Directive 811 Extending and Accepting Hospitality. 2.Planning and Development/1413a/default. Boards and Agencies are encouraged to promote corporate values and objectives when communicating recognition strategies. January 2003 FAM Directive 811-1 Promotional Material.Human Resources Manual 8. Service appreciation means an acknowledgment of commitment and dedication upon the retirement and/or resignation of a long-term employee of the GNWT.hr. Boards and Agencies prior to implementation. 3.480 - .. 4. Departments. Boards and Agencies are responsible for communication and administration of department. Departments. 2. 3. Reporting and Communication Requirements 1. The Department of Human Resources is responsible for coordinating the annual Premier's Award for Excellence. Client Services will offer guidance and assistance to Departments. January 2003 Last Updated: March 2006 Online Edition URI: http://www. Boards and Agencies shall record all activity relating to formal recognition and provide feedback to the Department of Human Resources that may contribute to the improvement of current practices. As a supplement to the formal guidelines. Proposed amendments will be discussed with Departments. Boards and Agencies may use promotional materials to communicate their respective recognition programs (i.e.

Recognition will be considered for employees or teams who have made outstanding contributions or accomplishments which best reflect the GNWT's corporate objectives. Definitions 1. 4. Corporate Human Resources is responsible for coordinating the annual Premier's Awards. 3. Guidelines 0. The Premier's Awards will be given annually during Public Service Week in June. Application 1. Corporate Human Resources is the Corporate Human Resources Division of the Department of Human Resources. systems and technologies that provide improved performance and service. • Exceptional Performance/Service Excellence recognizes outstanding commitment to the Public Service and workplaces that deliver outstanding performance. • Leadership/Organizational Excellence recognizes outstanding leadership that presents a role model for the Public Service through leadership and cross agency collaboration. Board or Agency. Boards and Agencies except the NWT Power Corporation. The Premier’s Award for Excellence is given to individual GNWT employees or teams of GNWT employees who demonstrate excellence and innovation in meeting the objectives of the government. Non-cash awards means awards excluding cash or items that are equivalent to cash such as stocks. Deputy Head means the senior public service employee of a GNWT Department. 5. 2. 1. raw precious metals and gift certificates. In conjunction with the Employee Recognition Policy.481 - . these guidelines apply to all GNWT Departments.Premier's Award for Excellence Introduction 1. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. The Premier’s Collaboration Award is given to teams made up of GNWT and non-GNWT employees who demonstrate excellence and innovation in collaborating to enhance government programs or services.Premier's Award for Excellence 1413b . bonds. Senior Management Committee means a committee comprised of all department Deputy Heads. resulting in improved organizational productivity and improved provision of services. 2. . The Awards encourage continuous improvements in services and management across five general criteria: • Innovation and Creativity recognizes outstanding performance and achievement through innovative approaches and creativity to new and sustainable projects. 2.1413b .

nt. d. b. Boards and Agencies are not eligible for the Premier’s Awards. 2. the nominee’s supervisor or nominators to collect further information or to seek clarification. that all team members have been identified. Department Recognition1). This validation may occur by contacting the nominee. Each recipient will receive written congratulations and a non-cash award to mark the occasion. and e. Information collected will include: a. • Teams made up of GNWT employees only are considered for the Premier’s Award for Excellence. 1.htm . Recipients are nominated through a simple process that is available to everyone. Nominees who are not selected for the Premier's Awards may be commended for their contribution through the Department Recognition process (see Section 1413c. Employees are not permitted to nominate themselves.482 - . Congratulatory notes may be signed by the Premier. • Teams made up of GNWT and non-GNWT employees are considered for the Premier’s Collaboration Award. • Traditional Knowledge recognizes teams and individuals that distinguish. Location.gov. http://www. Deputy Heads of Departments.hr. Corporate Human Resources issues an annual call for nominations and acts as a primary contact for all inquiries. A brief description of the reason for selection. 0. Corporate Human Resources reviews all nominations received to ensure they are complete and to validate the nomination information. celebrate and/or incorporate the matured long-standing traditions and practices of the North and its people into Government programs or services.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1413c/default. Corporate Human Resources will maintain accurate records of activity related to the Premier's Awards. 4. Procedures 0. Employee name/. 3. Nominators submit the Premier’s Awards nomination form to Corporate Human Resources before the specified cut-off date. and be copied to the GNWT employee's personnel file. Department or organization. 3. The Premier will approve the final selection of award recipients. Nomination information is provided to the appropriate Deputy Head for review to ensure that information contained in the nomination is accurate and where a team has been nominated. Team name and team members’ names c. 4.Human Resources Manual • Partnerships recognize effective team projects or initiatives that enhance Government programs or services. The Senior Management Committee reviews the nominations. 1. include a description of the accomplishment. Corporate Human Resources will facilitate the acquisition and distribution of a standardized set of awards. 2. 1.

6. Corporate Human Resources will contact all recipients to ensure they are comfortable with the public nature of the award ceremony. January 2003 FAM Policy 2005 Promotional Material. Corporate Human Resources will provide Management and Recruitment Services with a summary of nominations and outcome for each department.htm . Recipients will receive their recognition at a ceremony hosted by the Premier.gov. January 2003 Last Updated: July 2010 Online Edition URI: http://www.483 - . Authorities and References FAM Policy 2004 Extending and Accepting Hospitality.ca/policy/hrm/1400 . consent will be obtained before publicizing the names of award recipients.1413b .hr. Management and Recruitment Services will discuss these with Deputy Heads of each department and encourage Departmental Recognition.nt.Planning and Development/1413b/default.Premier's Award for Excellence 5. As well. Gifts and Other Benefits.

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4. 6. 5. Board or Agency. these guidelines and procedures apply to all employees. clients. Definitions 1. Formal recognition means department-wide recognition administered through a formal nomination process. Informal recognition means the acknowledgement of day-to-day accomplishments in the workplace through an informal means.Department Recognition Introduction 1. Participation in department recognition awards is on a voluntary basis. 5.Department Recognition 1413c . supervisors or subordinates may nominate recipients of department recognition. a team member or his/her peers. Consent must be obtained before publicizing the names of award recipients. Co-workers.485 - . 2. Application 1. Non-cash awards means awards excluding cash or items that are equivalent to cash such as stocks. Departments. except those employed by the NWT Power Corporation. Boards and Agencies are encouraged to provide regular formal and informal recognition to their employees. bonds. Departments. The development and maintenance of Departmental Recognition Programs acknowledges individual employees or teams who demonstrate excellence and innovation in meeting the objectives of a Department. All employees should be consulted before administering public forms of recognition. Guidelines 0. These programs assist in motivating the public service as they provide an effective and comprehensive way for employees to be recognized at the department level. 2. peers. Deputy Head means the senior public service employee of a Government of the Northwest Territories (GNWT) Department. In conjunction with the Employee Recognition Policy. 4. 3. raw precious metals and gift certificates. Deputy Heads may assign a department representative as recognition coordinator. Corporate Human Resources is the Corporate Human Resources Division of the Department of Human Resources.1413c . Boards and Agencies may make a charitable donation on behalf of the employee to a charity of the . This may require consultation with the recipient. At an employee’s request and in lieu of a non-cash award. Care should be taken to provide a form of recognition that is appropriate for the recipient(s). 1. 3. Management and Recruitment Services is the Management and Recruitment Services Division of the Department of Human Resources. Board or Agency.

Attachment "B" provides sample terms of reference1 for the administration of an employment recognition committee. e. 8.up to $75. Deputy Heads may review and approve nominations for their respective Department. Formal recognition will be considered for employees or teams who have made outstanding contributions and accomplishments which best reflect the Department's corporate objectives. employees should be provided a choice of award to ensure that it is suitable and appropriate. creative solutions resulting in improvement to systems or processes.hr. http://www. Board or Agency. 6. b. Allowable costs of non-cash awards for formal recognition shall not exceed: a. The letter should include a description of the employee's accomplishment and be copied to the employee's personnel file.up to $75. exceptional service provided to co-workers. In addition to a congratulatory letter. 3. Departments. It is recommended that nominations be reviewed and recipients awarded on at least an annual basis. b. b. communication and all approved costs related to department recognition including awards. Formal Recognition Process 0. f. Selection of award recipients in the formal recognition process may be completed by: a. 4. and/or h.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1413c/documents/1413cFormalRecognitionNominationFormMay2 . Board and Agencies are responsible for implementation.486 - . d. Team recognition .Human Resources Manual employee’s choice registered with the Canada Revenue Agency. c. The following are accomplishments that may lead to recognition: a. The respective Minister may sign congratulatory letters.hr. Employees may be nominated for formal recognition by submitting a Formal Recognition Form2 to the employee recognition committee. 1.nt. If applicable. Individual recognition . unique contributions that demonstrate excellence and innovation. departments are encouraged to give each award recipient a token of appreciation to mark the occasion.ca/policy/hrm/1400%20-%20Planning%20and%20Development/1413c/documents/1413cTermsofReferenceDepartmentRecognitio 2. exceptional performance on an ongoing basis. outstanding contributions to the department. The purchase of alcoholic beverages is not an eligible expenditure. Department recognition awards do not include travel costs for employees to attend a function. Deputy Heads may delegate the responsibility for reviewing and approving nominations of a Department. http://www.00 per team member. Such donations are made at the discretion of the Deputy Head. Board or Agency. outstanding dedication to special projects or activities.gov. Board or Agency to a departmental recognition coordinator. 7. 1.00 per employee. personal milestones that support department objectives. g.gov. ongoing collaboration or support of a team effort. Nominations may be reviewed and approved by a formal recognition committee consisting of employees from their respective Department. c. certificates and social events.nt. 2.

Deputy Heads decide the appropriate method of delivery for formal recognition awards. Individual recognition . Informal recognition is the acknowledgement of day-to-day accomplishments in the workplace by co-workers. 1. 1. 4. 1. 5. The Deputy Head and the department recognition committee or coordinator reviews the nominations. Deputy Heads issue an annual call for nominations and identify a primary contact for all inquiries.1413c . a copy is sent to Management and Recruitment Services for placement on the employee(s) personnel file. Gifts and Other Benefits. Events should take into consideration regional recipients and may be coordinated among departments. Allowable costs of non-cash awards for informal recognition shall not exceed: a.up to $25. 2. managers or subordinates. Receipts for allowable expenditures must be verified and submitted for reimbursement. managers.00 per employee. Informal recognition not requiring an expenditure or the coordination of a social event during work hours may be given at the discretion of employees. and b. can request Management and Recruitment Services to assist in the development and coordination of Department Recognition Programs. peers. supervisors and/or subordinates. clients. Deputy Heads. supervisors and/or subordinates.up to $25. 2. January 2003 . Authorities and References FAM Policy 2004 Extending and Accepting Hospitality. 3.487 - . 2. peers. Expenditures related to informal recognition shall be reported to the Deputy Head or his/her delegate on at least a quarterly basis.00 per team member. If a congratulatory letter is sent to the employee. peers. For formal recognition. Informal Recognition Procedure 0. Nominees who are not recognized through the formal process may be commended for their contribution through the informal recognition process. Managers may support recognition of employees outside of the formal recognition process by approving expenditures for awards as recommended by clients.Department Recognition Informal Recognition Process 0. It may include one-on-one acknowledgement or a public form of recognition. 3. The Deputy Head or his/her delegate will approve the final selection of award recipients. Recognition may be awarded at a predetermined annual event. Procedures Formal Recognition Procedure 0. The Deputy Head must authorize informal recognition requiring expenditure or the coordination of a social event during work hours. Team recognition .

nt.488 - .Human Resources Manual FAM Policy 2005 Promotional Material.Planning and Development/1413c/default.hr.htm . January 2003 Last Updated: July 2010 Online Edition URI: http://www.ca/policy/hrm/1400 .gov.

Employee is entitled to a five-year award not 20-year award). Territorial Public Service (TPS) means the date an employee was hired or re-hired by the Government. 25. part-time employees. the Government of the Northwest Territories (GNWT) honors those who have served long periods of uninterrupted service with the Government. and e. Previous service with other governments does not count towards TPS long service recognition (i. 15. The Territorial Public Service date is used to identify all long service award recipients including: a. Application 1. in cases where an employee was terminated for reasons other than dismissal. bonds. 30 and 35 years of service are honored at a Department. This service is established by the employee's TPS date and is considered to be uninterrupted if the employee has been on approved leave. Employees with 5. On an annual basis Departments.. dinner or in combination with other events. lunch. and periods of less than one year where an employee was on lay-off status. In conjunction with the Employee Recognition Policy. 3. term employees. raw precious metals and gift certificates. 2. Length of service for the purpose of long service awards is continuous service with the TPS. abandonment of position or rejection on probation. full-time employees. employee worked 15 years with the Federal government before coming to work at GNWT for the last 5 years. these guidelines and procedures apply to all employees. Non-cash awards means awards excluding cash or items that are equivalent to cash such as stocks. . c.1413d Employee Recognition 1413d Employee Recognition Introduction 1. 20. Guidelines 1. Definitions 1. d. seasonal employees. To recognize the long-term commitment of its employees. This recognition serves as an acknowledgement of employee dedication. It also includes all periods of employment with breaks of less than three months. Boards and Agencies are responsible for recognizing the long service of all employees with five or more years of service with the GNWT. 2. 10. b. Board or Agency event such as a reception. This date includes casual employment if it preceded regular employment with no more than a thirty-day break.e.489 - . 4. relief employees. except those employed by the Northwest Territories (NWT) Power Corporation.

pins. non-cash awards and social events. Employees are entitled to the following: Framed Certificate signed by 5 years of service Deputy Head 10 years of serviceMinister 15 years of serviceMinister 20 years of serviceMinister 25 years of serviceMinister 30 years of servicePremier 35 years of servicePremier Pin Non-Cash Award N/A Bronze pin Silver pin Gold pin Loon with diamond pin Eagle with gold nuggets Dancing bear with gold nuggets $0 Maximum Maximum Maximum Maximum Maximum of of of of of $100 $175 $225 $300 $400 Maximum of $499 0. When required. The service recognition will be based on the calendar year in which the service recognition event is held. Board or Agency. 7. 3. Procedures 0. 2. Departments. 4.Human Resources Manual 5. This means that some individuals may be recognized before their service milestone has been reached (i. Boards and Agencies determine the nature of the long service function. At an employee’s request and in lieu of a non-cash award. The Department of Human Resources provides them to Departments. In December each year. Boards and Agencies. Events should take into consideration regional recipients and may be coordinated among Departments.e. The long service awards do not include travel costs for employees to attend a function. Departments. if the long service recognition event is held in June and the 10-year milestone is reached in September. frames. The Department of Human Resources obtains the required long service certificates and pins. . Boards and Agencies as necessary through a chargeback arrangement. the employee receives his/her 10 year long service award in June). 1. Boards and Agencies may make a charitable donation on behalf of the employee to a charity of the employee’s choice registered with the Canada Revenue Agency. three weeks advance notice should be provided to the Department of Human Resources. All forms of public recognition shall be administered with the prior consent of the award recipient. Boards. Such donations are made at the discretion of the Deputy Head. Departments.490 - . the Department of Human Resources runs the "Years of Service (TPS)" Report in PeopleSoft to verify long service award recipients for the coming calendar year and provides the information to the respective Department. The purchase of alcoholic beverages is not an eligible expenditure. and Agencies are responsible for all costs relating to long service recognition events including certificates. 1. 5. 6. Award recipients may be contacted in advance before the award event to determine suitability and appropriateness of the award.

gov. The Department of Human Resources prepares the certificates and obtains the appropriate signatures. Gifts and Other Benefits. January 2003 FAM Directive 2005 Promotional Material.nt. Authorities and References FAM Directive 2004 Extending and Accepting Hospitality.ca/policy/hrm/1400 .htm .Planning and Development/1413d/default. The Department of Human Resources works with the Departments.1413d Employee Recognition 2.hr.491 - . January 2003 Last Updated: February 2010 Online Edition URI: http://www. 3. Boards and Agencies to obtain non-cash awards.

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Length of Service for the purpose of service appreciation is service with the Territorial Public Service. 3. Definitions 1. including service appreciation certificates. Management and Recruitment Services means the Management and Recruitment Services Division of the Department of Human Resources. Such donations are made at the discretion of the Deputy Head. awards and award events. 5. Boards. Non-cash awards means excluding cash or items that are equivalent to cash such as stocks. 3. . Departments. Boards and Agencies may make a charitable donation on behalf of the employee to a charity of the employee’s choice registered with the Canada Revenue Agency. Territorial Public Service is calculated from the employee's TPS date. Service appreciation events are intended as a celebration of the occasion and should therefore be arranged as a department function if possible. the GNWT expresses appreciation for commitment and dedication to the Territorial Public Service.493 - . Territorial Public Service (TPS) date means the date an employee was hired or re-hired by the Government of the Northwest Territories. It also includes all periods of employment with breaks of less than three months. 1. in cases where an employee was terminated for reasons other than dismissal. 2.1413e .Service Appreciation Introduction 1. 4. Award recipients must be contacted in advance of the award event to determine suitability and appropriateness of the event. on leaving the GNWT in good standing except those employed by the NWT Power Corporation. Department. Application 1. 2. raw precious metals and gift certificates. Service is considered to be uninterrupted if the employee has been on approved leave. On the occasion of the resignation and/or retirement of a long-term employee who leaves the government in good standing. This date includes casual employment if it preceded regular employment with no more than a thirty-day break. Guidelines 0. bonds. In conjunction with the Employee Recognition Policy. these guidelines and procedures apply to all employees. Private functions are permitted. and periods of less than one year where an employee was on lay-off status. At an employee’s request and in lieu of a non-cash award. and Agencies are responsible for all costs pertaining to the function. Boards and Agencies are responsible for providing at least one week’s notice to Management and Recruitment Services when assistance is requested for service appreciation events. Departments. abandonment of position or rejection on probation.Service Appreciation 1413e .

Management and Recruitment Services verifies the years of service for the service appreciation award recipient(s). Boards and Agencies in arranging the service appreciation event.Planning and Development/1413e/default.100 $1. 1. January 2003 Last Updated: July 2010 Online Edition URI: http://www. 2. January 2003 FAM Policy 2005 Promotional Material. GNWT contributions towards a service appreciation event will be used exclusively for that purpose.494 - . The purchase of alcoholic beverages is not an eligible expenditure. Long-term employees resigning and/or retiring from the GNWT are given a framed appreciation certificate and an award with entitlements outlined as follows: Length of Continuous Service with the GNWT 5 to 10 years 11-14 years 15-19 years 20-24 years 25-29 years 30+ years Service Appreciation Certificate Signed By: Deputy Minister Minister Minister Premier/Minister Premier/Minister Premier/Minister Maximum GNWT Contribution Towards Social Event: $200 $500 $700 $900 $1.htm . On notification of the resignation/retirement.nt. prepares certificates for signature and ensures that the appropriate signature for each certificate is obtained.Human Resources Manual 6.hr. 1. Board or Agency determines the nature of the event by consulting with the departing employee to ensure it is suitable and appropriate. Authorities and References FAM Policy 2004 Extending and Accepting Hospitality. The Department. Procedures 0.gov. Service appreciation events may be coordinated among departments. Gifts and Other Benefits. Service appreciation awards do not include travel costs for employees or other individuals to attend a function. 7.ca/policy/hrm/1400 . Management and Recruitment Services assist Departments.100 Maximum GNWT Contribution Towards Non-Cash Entitlement: $125 $175 $200 $300 $400 $499 0.

Occupational Health and Safety .1500 .

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inoculation or other immunization will be conducted at no expense to the employee. The following symptoms may indicate impairment: • slurred speech. • staggering. • marked change in personality or in appearance. upon written request. hearing or vision examinations conducted. Definitions 1. • lack of co-ordination or mobility. Where an employee is required to undergo a medical examination in order to qualify for or maintain a license or other qualifications required in the performance of that employee's duties. impairment. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation.497 - . Employees shall not refuse to take such medical hearing or vision examinations. The employee shall. Impairment is a lessening of a person's abilities to carry out work in a safe and proper manner. 3. or vision examination information be supplied to the Employer with the understanding that such information shall be maintained in a confidential manner by the Department of Human Resources. inoculation or other immunization. Such reasonable provisions shall include personal protection devices (such as alarms) for employees who are routinely required to work in potentially dangerous situations and immediate help is not available. 4. 2.Occupational Health and Safety Introduction 1.1501 . hearing. by reducing or eliminating occupational injuries or illnesses. Employees must take all reasonable precautions to make sure that they and their fellow employees are working in safe conditions. the vaccination. Occupational Health and Safety is a means of controlling workplace hazards. Where the Employer requires an employee to undergo a specific medial. 3. but are not the only cause of. be able to obtain results of all specific medical. Employees shall authorize that the requested specific medical. Controlled Products are defined by the Hazardous Products Act as follows: . Application 1. 2. Where the Employer requires an employee to undergo vaccination. 5.Occupational Health and Safety 1501 . Alcohol and drugs can cause. hearing or vision examination by a designated qualified medical practitioner. the examination will be conducted at no expense to the employee. 6. The Government recognizes the importance of providing a safe and healthy work place. the examination will be conducted at no expense to the employee.

Employees should not engage in behaviour.498 - . Managers arrange any necessary training and guidance that employees need to carry out their duties in a safe manner. If employees perceive that their work is hazardous to their health and safety. 6. 5. 4. ranging from a reprimand to dismissal. employees can refuse to work. • janitors. Employees have the right to refuse work where it poses a safety hazard to themselves or others. Safety Officer is an individual appointed pursuant to Section 19 of the Safety Act. Managers make sure that employees working with controlled products are knowledgeable about the Workplace Hazardous Materials Information System (WHMIS). Managers shall not discipline employees who refuse to work in conditions that are unsafe. If an employee engages in activities that create a safety hazard.Human Resources Manual • CLASS A Compressed Gases • CLASS B Flammable and Combustible Material • CLASS C Oxidizing Material • CLASS D Poisonous and Infectious Material • CLASS E Corrosive Material • CLASS F Oxidizing Material 4. Managers do not allow impaired employees who pose a safety risk to themselves or to their fellow workers to remain at the workplace. Guidelines 1. Employees who are required to regularly work directly with video display terminals (VDT) are allowed a ten-minute break away from the VDT after each hour of continuous operation. • geologists. 3. employees should make safety concerns immediately known to their supervisor. 8. • mechanics. Managers must make the workplace safe for employees by doing the following: . Procedures 1. The manager takes reasonable steps to make sure the employee has safe passage to an appropriate destination. Health & Safety Committee is a joint worksite committee established under Section 7 of the Safety Act. • nurses. 2. Examples of employees requiring WHMIS training are (but are not limited to): • welders. the employee's supervisor may take disciplinary action. 5. which is hazardous to the health and safety of themselves or others. Managers ensure compliance with all applicable provisions of Northwest Territories health and safety legislation and take reasonable measures and precautions to make sure that working conditions are safe for employees. 7. However. • laboratory technicians.

and the behaviour and mannerisms of the employee in question. • monitor employees' performance. the employee should take the following actions: • immediately inform other employees near the unsafe working conditions of the potential danger. When an employee feels there is an unusual safety hazard in the workplace. the names of witnesses.Occupational Health and Safety • monitoring workplace conditions. An employee may still refuse to work after the manager has investigated the situation and taken corrective action. To make sure employees perform their duties safely. managers take the following actions: • provide protective devices such as alarms. 6. • correct problems. the manager prevents the employee from entering or remaining at the work site and explains the following to the employee: • the employee's condition prevents the employee from performing duties in a safe and proper manner. • provide training on safety procedures. If an employee reports to work showing symptoms of impairment. 4. or manager's supervisor contacts the health and safety . 2. if any. d.499 - . 5. 7. If the union representative is unavailable. • the employee cannot return to the workplace until the employee is fit to carry out duties in a safe and proper manner. the date. the employee's manager accurately documents all information about the perceived impairment including: b. • limiting entry to authorized personnel only. Where the situation affects an employee in the Union of Northern Workers bargaining unit. • immediately report the circumstances of the unsafe working conditions to the manager. The manager decides appropriate disciplinary action based on the employee discipline guidelines. an explanation of how the employee presents a safety risk.1501 . time and location. as required 3. • takes corrective action required to remove the unusual danger. • provide protective clothing and proper safety devices. and • correcting safety hazards. employee. The manager makes sure the employee has safe passage to an appropriate destination away from the work site. e. the complainant can choose another employee to stand in for the union representative. If a manager receives notice that an employee refuses to work. the following procedures occur: a.) 8. the manager does the following: • investigates the reported unsafe working conditions. the manager. (This is done in the presence of the employee who refused to work and a representative of the employee's union. c.

ca/policy/hrm/1500 . Safety and Health Collective Agreement with the NWTTA Article 23. The committee or the safety officer investigates the situation.500 - . 10.gov.Occupational Health and Safety/1501/default. Authorities and References Education Act Safety Act Main Collective Agreement with the UNW Article 40. In the event that a teacher suffers an assault. 9. Responsibilities for Safe Working Environment Last Updated: July 2002 Online Edition URI: http://www.htm . An employee may refuse to work after officials have investigated and corrected a reported safety hazard. If so.hr. The Principal will keep the school NWT Teachers' Association representative informed of ongoing developments for each situation under investigation. the Principal will immediately investigate the situation in accordance with the steps outlined in the Education Act.Human Resources Manual committee or a safety officer about the refusal to work. managers may consider the employee insubordinate and take appropriate disciplinary action.nt. the Safety Act and any other relevant jurisdictional policies and regulations.

reduce or remove work hazards. 2. When protective clothing or safety devices are defective or do not provide the protection needed. monitor. It also accepts the need to reduce or remove workplace health and safety hazards. Managers make sure that employees' clothing is not a work hazard.Protective Clothing and Safety Equipment 1502 . Managers make sure employees wear protective headgear where there is a possible hazard from falling or moving objects or from equipment. 2. Definitions 1. 7. 9. 2. 3.Protective Clothing and Safety Equipment Introduction 1. Application 1. 5. Managers make sure employees wear protective clothing where needed. Procedures 1. The Government recognizes the importance of the health and safety of its employees. All protective eyewear must meet the Canadian Standards Association Standard Z94.1-M1977 for industrial protective headwear. Managers supply suitable liners to employees who must wear protective headgear in cold weather. . Managers make sure that employees use safety devices where needed.501 - . managers arrange for the necessary repair or replacement. All protective headgear must meet the Canadian Standards Association Standard Z94. Guidelines 1. 6. 4.1502 . Protective Clothing are articles of clothing which give greater protection than normal clothing. Managers take reasonable steps and care to make sure employees have safe working conditions.M1982 for eye protectors. 8. The Government also has a responsibility to make sure employees use the clothing and equipment supplied. These guidelines and procedures apply to employees who need to use protective clothing and safety devices to reduce work hazards. The Government shall take reasonable steps to supply employees with protective clothing and safety devices. Safety Equipment are tools or equipment used to identify. All protective footwear must meet the Canadian Standards Association Standard Z195-M1984 for protective footwear. Employees take reasonable steps and care to maintain their own safety and the safety of fellow employees.

Occupational Health and Safety/1502/default. • corrosive or poisonous materials. • intense light or heat. Eye hazards may include the following: • chemicals. • burning. • puncturing.ca/policy/hrm/1500 . Managers supply suitable eye protection to employees exposed to possible eye hazards. • freezing. Managers make sure employees wear suitable hearing protection. Possible hazards to the hands may result from activities involving the following: • pinching. • corrosive or poisonous materials.Human Resources Manual 3. 6. Managers make sure that employees exposed to possible hazard wear protective footwear. • penetrating.gov.htm . 5. • cutting. • freezing. Possible foot hazards include the following: • crushing.502 - . 4. • gases. Managers make sure employees wear suitable hand protection. • cutting. • burning. Last Updated: January 1997 Online Edition URI: http://www.hr.nt. or • radiation. Constant or intermittent high-decibel noise may cause hearing loss. • abrasion. • flying objects or particles.

Workplace means those buildings and facilities leased. where practical. Departments. the Government does not permit the smoking of tobacco. • Hospital Boards. rented. and • Corporations or Agencies as designated by the Executive Council. 2.1503 . If employees are found smoking tobacco in the workplace they may be subject to discipline. its corporations or agencies. boards and agencies will apply the intent of this policy to all contractors. Therefore. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation. • NWT Housing Corporation. Corporations and Agencies include but are not restricted to the following: • Workers' Compensation Board. correctional centres and residences may grant partial exemption to allow the residents of these facilities to smoke tobacco in their residence.503 - . Smoking is permitted in staff accommodation units.Smoke Free Workplace 1503 . nursing homes and personal care homes. Definitions 1. . including new employees. The Minister responsible for a department which oversees therapeutic institutions. by employees or the general public in Government workplaces Application 1. 2. must be informed that smoking tobacco is not allowed in the workplace. extension or renovation and the accesses to them are not workplaces provided that tobacco smoke from these areas is prevented from entering any workplace. in any form. Therapeutic Institution means hospitals. Buildings under construction. Guidelines 1. 3. 4. The Government recognizes the health hazards associated with tobacco smoke in the workplace. • Arctic College. both to smokers and non-smokers alike. 3. All employees. owned or operated by the Government.Smoke Free Workplace Introduction 1. • Boards of Health. senior citizens' homes. 5.

Occupational Health and Safety/1503/default.gov.504 - .Human Resources Manual Procedures 1. The Department of Public Works and Services will ensure that appropriate signs are placed in the workplace to advise employees and the general public of the no-smoking policy. 5. Authorities and References Smoke Free Workplace Policy (91. Discipline may include a verbal reprimand. 4.htm . Deputy Heads shall encourage the general public to comply with this policy.nt.05) Last Updated: January 1997 Online Edition URI: http://www. If an employee or member of the public observes an individual smoking tobacco in the workplace it should be reported to the Deputy Head or a member of senior management. An employee may be disciplined if found smoking tobacco in the workplace. suspension or dismissal if the employee refuses to stop smoking tobacco in the workplace. 3. 2.ca/policy/hrm/1500 .hr. Management should then take steps to stop the smoking. All Deputy Heads. Regional Directors and Heads of corporations and agencies shall ensure that all employees are made aware that smoking is not permitted in the workplace. written reprimand. Information on smoking prevention and advice on cessation programs for employees is also available from the Department of Health and Social Services. The Department of Health and Social Services shall inform the general public of this policy.

4. e. f. c. irritability. Guidelines 1. Safety: The employee may experience frequent injuries and lost time due to accidents on and off the job. red eyes. put off assignments or handle them sloppily.505 - . work pace is uneven.Alcohol and Drugs Introduction 1.Alcohol and Drugs 1504 . attendance and interpersonal work relationships. The following is a list of symptoms that may indicate an alcohol or drug dependency. Reliability: The employee may neglect details. d. The manager's role is to support the employee's efforts to seek treatment. 2. The employee may develop a tendency to blame others for short-comings. The employee may be frequently late for work. the employee's decision to seek treatment will not be detrimental to job security. Physical Appearance: There may be noticeable changes such as increased nervousness. take extended lunch periods or have unexplained absences from the job. When an alcohol or drug dependency affects an employee's job performance. hand tremors. Managers will take appropriate action when an employee's drinking habits or drug abuse interferes with work performance. The employee's concentration and quality of work decrease rapidly. The employee may show increased intolerance and suspicion of fellow workers. ask for different job assignments and repeatedly seek loans from fellow employees. a. However. Attitudes and Habits: The employee may show sensitivity about references to drinking or drugs. These guidelines and procedures apply to all employees except those of the NWT Power Corporation. and severe work slumps follow periods of standard output. Work Performance: Productivity is lowered. these symptoms may signify problems other than alcohol or drug misuse. 2. a combination of them is a strong sign of a dependency. Errors in judgment become more serious. leave work early. The employee is responsible for dealing with any personal problems so that work performance is brought back to a satisfactory level. The employee is careless and mistakes increase. Managers act only if the employee's use of alcohol or drugs interferes with work performance. The Government recognizes that dependency on alcohol or drugs is a medical problem that professionals can treat. The employee may carelessly handle machinery leading to accidents and . By themselves.1504 . b. Absenteeism: The employee takes more time off work. The manager does not assume responsibility for the employee's problem. Managers should use discretion when dealing with an employee who may have an alcohol or drug dependency. The employee tires quickly and may begin to lie about work performance. 3. swelling or flushing of the face. especially on Mondays or Fridays and may claim increased minor illness. Application 1.

An employee who wishes to attend a treatment facility should submit an application for sick leave to the manager. paranoia. pipes or roach clips. eating disorders. If the employee must travel outside the community for treatment. wearing of sunglasses at inappropriate times. lack of coordination. g. the employee should request a referral to a rehabilitation facility. constant attempts to avoid attention (e. repetitive dry coughing. 3. the manager follows the guidelines and procedures outlined in Section 1501 . dilated pupils. h. lack of ambition. Procedures Employees 1. loss of memory. odour of breath. violent behaviour. The application must state the number of days of paid sick leave or sick leave without pay that the employee requires. difficulty staying still and nose bleeds. silver coated tongue. The employee may strain equipment to bring production up to par following periods of low achievement. The employee may fail to follow safety procedures. sense of time is prolonged. Characteristics of cocaine use are: high energy. loss of energy and memory. odour similar to burnt rope on clothing and/or breath. even in hot weather/reluctance to wear short-sleeved attire. glazed appearance of the eyes. When a manager suspects that an employee's unsatisfactory job performance results from alcohol or drug abuse. extremely passive or argumentative behaviour. 2. If the physician diagnoses a dependency. 2. The employee should attach the physician's certification that the referral/treatment is required. When rehabilitation programs require the attendance of a spouse. poor motor skills.Human Resources Manual breakdowns. the manager records the following details and advises the next level of management: • the name of the employee. An employee without enough sick leave for the length of the rehabilitation program may submit a request for an advance of sick leave. stealing small items from employer. agitation. rapid and loud talking and bursts of laughter. dry mouth. increase in appetite. mood swings. talkative in a disorganized manner.Occupational Health and Safety. stuffy and runny rose/chronic cold or sinus nasal problems. weight loss.g. The manager may advance a maximum of 15 sick leave days. the employee requests medical travel assistance from the Department of Human Resources. Managers 1. bad breath. An employees who acknowledges a drug or alcohol dependency should have a medical examination. . The employee may also request annual leave or sick leave without pay. chapped nostrils. deterioration of physical appearance and grooming. i. pallor. impaired relationships and repeated problems with the law. severe agitation. the spouse also may qualify for medical travel assistance. 5. lip licking. in possession of rolling papers. The employee must attach the approved sick leave application and physician's certification. sleep disorders. Further characteristics of alcohol abuse are: unusual outbreaks of temper.506 - . Further characteristics of marijuana use are: dilated pupils. frequent trips to the washroom). 4. sweating. continual wearing of long-sleeved garments. constant headaches. rapid breathing. If an employee comes to work impaired. loss of coordination.

• decrease in quality of work. such as intoxication on the job. 7. the manager does the following: a. • absenteeism. • accidents. directly related situation.Alcohol and Drugs • all evidence of deteriorating work performance. sick leave credits. may be used by the employee to undergo medical assessment. • work slowdown. The manager should offer assistance in any way possible. The manager prepares a letter to the employee confirming the discussion.507 - . b. 6. 4. management will take further disciplinary action. If the employee brings up a drinking or drug abuse problem. • intoxication on the job. • general attitudes. The manager may introduce this in a specific. informs the employee that management will continue to monitor and document the employee's work performance. During the second interview the manager presents the employee with the documented facts. such as: • tardiness. c. • alteration of behaviour. 8. expressing concern with work performance. and advances.1504 . b. If there is no improvement in the employee's performance. the manager holds a second interview with the employee. points out that management expects the employee to take steps to improve work performance. the manager presents the following information to the employee: a. c. management will take disciplinary action if the employee is unwilling to change. alcoholism and drug abuse are considered illnesses. approved treatment or hospitalization. help is still available. 3. If the employee denies any problem or need for help. . The manager informs the employee that: a. 5. • any evidence supporting the belief that the unsatisfactory job performance may be the result of alcohol or drug abuse. informs the employee that if work performance does not improve. • poor decisions. b. The manager interviews the employee. The manager bases this statement on previously recorded facts and avoids discussing the employee's drinking/alcoholism or drug abuse unless the employee brings it up. medical travel benefits are available for the employee to attend a rehabilitation program or treatment facility. The manager directs the employee to see a physician for diagnosis and a recommended treatment plan.

htm .ca/policy/hrm/1500 . the manager contacts the Department of Human Resources to get help with the administration of medical benefits for alcohol/drug treatment. If necessary.hr. the manager contacts the Department of Human Resources for advice and assistance. 9.nt. The manager follows up this meeting and any later meetings with a letter to the employee outlining the discussion. 10.gov.508 - .Human Resources Manual c. 11. disciplinary action may eventually result in dismissal. If necessary. Last Updated: July 2004 Online Edition URI: http://www.Occupational Health and Safety/1504/default.

When an infected person's immunity finally fails. 4. 2. It is essential to protect the human rights and dignity of persons infected with Human Immunodeficiency Virus (HIV) and those infected persons who have developed Acquired Immunodeficiency Syndrome (AIDS). Definitions 1. members of the public have the right to be protected from infection from the employees who serve them. HIV/AIDS infected people have the same right as any other persons to gain employment and remain employed in the Government unless a medical health officer judges that the physical condition or behaviour of the person infected with HIV/AIDS poses a health risk to the public or to other employees. HIV/AIDS infected persons have the right to receive services from and be treated fairly by the Government of the Northwest Territories.509 - . These guidelines and procedures apply to all employees of the Government in all departments. 3. a wide variety of infections and cancers may develop. Application 1. boards. AIDS is an abbreviation of the term Acquired Immunodeficiency Syndrome. In addition. protect the human rights and dignity of HIV/AIDS infected employees and clients. inform employees about how HIV/AIDS is acquired or transmitted. This virus progressively destroys the body's natural immunity. The majority of AIDS patients die within one to two years of diagnosis. ways to prevent the transmission of HIV/AIDS and ways to modify risk behaviour. make all reasonable provisions for the occupational safety and health of its employees.1505 . The medical condition AIDS represents the terminal phase of infection with HIV. where appropriate. Objectives The public service of the Northwest Territories will: 1. Employees have the right to be protected from possible infection from the public they serve and from other workers who may be infected by HIV/AIDS. services and employment. including the right to confidentiality.HIV/AIDS In the Workplace Introduction 1. support and promote the availability of confidential counselling and other support services.HIV/AIDS In the Workplace 1505 . and agencies. 3. as required under the Safety Act and the collective agreements. 5. act with understanding and compassion towards HIV/AIDS infected persons and avoid discriminatory action against and stigmatization of them in the provision of programs. . Only then does a person actually have full-blown AIDS. 2.

given by an employee shall be treated with strict confidentiality. These include. Restrictions are confined to the extent required to minimize the risk of transmission of infectious diseases in the workplace. vaginal secretions. 7. and AIDS patients. that information shall remain strictly confidential. 5. Body Fluids refer to those body fluids which contain HIV and are capable of infecting another person. The Safety Act imposes an obligation on workers to take reasonable precautions to ensure their own safety and that of others in the workplace. including HIV infection. 3. Any restrictions imposed on the infected employee will be in compliance with the law and in accordance with accepted human resource management principles. Aids Related Complex patients. Employees are expected to take appropriate action to protect both the health of others and their own health. and. 5. These fluids are blood. It is also called "the AIDS virus". All persons with a positive test can transmit the infection. health care workers and corrections officers. Employees who suspect that they may be HIV-infected are encouraged to obtain a medical opinion to verify their state of health. where feasible. reasonable alternative working arrangements may be made. any other body fluid which contains visible blood and several other specific fluids with which health care workers may come into contact. 6. but are not limited to. 7. 9. or perceived to be affected . HIV infection and AIDS are not a cause for termination of employment. Persons with HIV-related illnesses may be allowed to work as long as they are certified medically fit by a qualified medical practitioner. If employees divulge their medical diagnosis. HIV Positive refers to a positive blood test for the AIDS virus or its antibodies. 4. including HIV status. If fitness to work is impaired by the HIV-related illness. including HIV status. Employees At Risk are those people working for the Government who come into contact regularly with blood and infectious body fluids. HIV Carrier refers to someone who is infected with the AIDS virus (as evidenced by a positive blood test for HIV or its antibodies) but does not have all the signs or symptoms of AIDS. the discrimination/stigmatization of employees in the workplace affected by. and on the advice of the Chief Medical Health Officer. This carrier state is also called the "incubation period" and may last a few weeks to ten years or more. 6. Any medical information. 3. Any breach of an employee's or client's confidentiality by another employee is grounds for discipline. after a medical review of the work situation. The carrier is nonetheless infectious to others via the usual routes of transmission. 2. 4.510 - . other than as required under the Public Health Act and the Communicable Diseases Regulations. This includes asymptomatic carriers. Chief Medical Health Officer is the official appointed under subsection 2(1) of the NWT Public Health Act to whom all medical practitioners must report cases regarding communicable diseases or unusual manifestations of disease. to a supervisor. HIV is an abbreviation of the term Human Immunodeficiency Virus. HIV is the virus that causes AIDS. Employees are not required to divulge their medical diagnoses to any representative of the Government. Since employers are liable for the discriminatory acts of their employees. Guidelines 1. 8. if HIV positive. to seek confidential advice from their personal physicians or other health care professionals regarding precautions which may be necessary in the workplace. semen.Human Resources Manual 2.

The Chief Medical Health Officer advises the employee and supervisor in writing of precautions to be taken. If the Chief Medical Health Officer decides that the employee should not be working in that position. with instructions for its use. The Financial Management Board Secretariat (FMBS) will educate and provide employees with information on HIV infection and AIDS. Additional Provisions 1. Eligibility for Benefits 1. unions. the Government conducts regular inspections of workplaces so that the employment environment remains safe and healthy. This includes the provision of personal protective equipment to employees. 6. This includes risks associated with HIV or AIDS. If the employee infected with HIV reveals the condition to the supervisor. The employee would apply for the benefit in the same manner as any other disability. The amount payable is offset by any money received for the same condition from the Workers' Compensation Board or Canada Pension Plan. or authorities.1505 . the supervisor notifies the Chief Medical Health Officer in the Department of Health and Social Services. The Chief Medical Health Officer is required to base the decision on scientific data and case-specific information. As required under the Safety Act. Benefits would be payable upon completion of the eligibility period and approval of the claim by the underwriters. Upon being informed of an infection. . the supervisor consults with managers to arrange a lateral transfer for the employee into a more appropriate position. The Workers' Compensation Board may compensate an employee with HIV/AIDS if it is may be clearly demonstrated that the HIV/AIDS infection is work-related. Employees are eligible to receive disability benefits if they are diagnosed as having HIV/AIDS. determines the risk and consults with legal counsel. Pre-employment screening for HIV as a part of the assessment of fitness to work is unnecessary and will not be required.HIV/AIDS In the Workplace by HIV/AIDS. Procedures 1. unless it is a statutory requirement. This action is taken regardless of whether HIV positive persons or AIDS patients are known to be employed or served. will not be tolerated. depending upon the risk presented in the employee's workplace. Where workplace safety is a concern. based on the most current medical knowledge available. the Chief Medical Health Officer determines the need to notify the appropriate authority. The Chief Medical Health Officer assesses the work situation. Recruiting Future Employees for the GNWT 1. 4.511 - . the supervisor maintains confidentiality of the information. managers or clients. 2. 10. This includes stigmatization and discrimination by co-workers. 2. all employees can expect that their employer will implement guidelines and procedures. 7. for the safe handling of blood and body fluids. 5. In circumstances where informing departmental senior management is deemed necessary. the Chief Medical Health Officer gives the patient the opportunity to do so personally before the Chief Medical Health Officer does. 3. Therefore.

Equality Rights Communicable Diseases Regulations Section 10.02.Occupational Health and Safety/1505/default. Chief Medical Health Officer Public Service Act Section 19(2).Human Resources Manual Authorities and References Canadian Charter of Rights and Freedoms Section 15. Special Powers of the Chief Medical Officer NWT Public Health Act Section 2(1). Duty of Worker UNW Collective Agreement Article 3.htm .gov. Eligibility for Compensation Last Updated: January 1997 Online Edition URI: http://www.ca/policy/hrm/1500 .512 - . Duty of Employer Section 5. Safety and Health Workers' Compensation Act Section 14.(1).nt.hr. Discrimination Article 40. Discrimination Safety Act Section 4. Investigation by the Chief Medical Officer Section 11.

ca/Agreements/NWTTA/article22/default. Deputy Heads are responsible for determining if the job sites at which their employees work are safe during a power outage.htm .513 - .nt.htm 2. Deputy Heads have the authority to send employees home during power outages.1.gov. 4.gov. precautions must be taken to ensure occupants are removed prior to the emergency lighting being exhausted. All building operators and senior managers need to determine when they need to remove their employees in future power outages.2) Application These guidelines and procedures apply to all employees except those of the NWT Power Corporation. 5.1506 . If you are not sure of the duration of your emergency back-up lighting system. 2.ca/Agreements/UNW/Article40/default. The safety of the employees of the Government during power outages is a primary concern. contact the Office of the Fire Marshal and a representative will determine this for you. Procedures 1.7. http://www.nt. The fire safety plan for each building needs to contain information that prescribes when evacuation must occur. Departments and Agencies are responsible for confirming with building managers whether or not their emergency lighting is on a generator. 1. shall have an evacuation plan in place to safely evacuate all occupants within the 30 minute emergency power supply. All occupants of a building with a battery-operated emergency lighting supply. In a typical building using battery assisted emergency lighting and exit signs the expected duration of the lighting will be 30 minutes. Safety and Health1 Collective Agreement with NWTTA Article 22.Power Outages 1506 . and no emergency generator backup. if it reasonably takes 10 minutes for people to walk down the stairs this is factored into the time at which evacuation should begin.hr. Responsibilities for Safe Working Environment 2 National Fire Code of Canada (2. In a multi-storey building. Guidelines 1. Each building should be aware of when ultimate evacuation should occur.hr. For example. 3.3.Power Outages Reference Main Collective Agreement with UNW Article 40. http://www.

ca/policy/hrm/1500 . In the regions.gov. they should report their concern to the Deputy Head before the next outage occurs.nt. 2011 Review Date: March 2014 History: January 1999. the Property Management Officer at the Department of Public Works and Services should be contacted.hr. If the emergency lighting does not come on during a power outage in Yellowknife. It can then be determined if a contingency plan should be developed or if extra safety measures should be taken.Occupational Health and Safety/1506/default.514 - . 3.Human Resources Manual 2.htm . If the employees of a particular building are concerned for their safety because of prior power outages. Power Outages Last Updated: March 2011 Online Edition URI: http://www. About this section Approved by: Deputy Minister of Human Resources Effective Date: March 1. the regional office of the Department of Public Works and Services should be contacted.

threats. . Violence in the Workplace is a conduct of violence. The Government recognizes the importance of providing a safe and healthy work environment for its employees. No teacher is required to report for duty at a school when the students. will be considered sessional days. intimidation. Such behaviour can include oral or written statements. Managers arrange any necessary training and guidance that employees need to carry out their duties in a safe manner. intimidation. 5. 4. Managers do not allow impaired employees who pose a safety risk to themselves or to their fellow workers to remain at the workplace. Guidelines 1. or expressions that communicate a direct or indirect threat of physical harm. Safety Officer is an individual appointed pursuant to Section 19 of the Safety Act. 3. If an employee engages in activities that create a disruptive behaviour. the employee's supervisor may take disciplinary action. as a result of health or safety hazards. which is hazardous to the health and safety of themselves or others.Violence in the Workplace 1507 . and other disruptive behaviour. the Safety Act and any other relevant jurisdictional policies and procedures. Application 1. Employees should not engage in behaviour. threats of violence. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation. The Government is committed to working with its employees to maintain a work environment free from violence.Violence in the Workplace Introduction 1. gestures. Definitions 1. harassment. Employees must take all reasonable precautions to make sure that they and their fellow employees are working in safe conditions. Health & Safety Committee is a joint employer and union worksite committee established under Section 7 of the Safety Act.1507 . 2. ranging from a reprimand to dismissal. The manager takes reasonable steps to make sure the employee has safe passage to an appropriate destination. 6. 4. and other disruptive behaviour in the workplace. have been dismissed from the school. Managers ensure compliance with all applicable provisions of Northwest Territories health and safety legislation and take reasonable measures and precautions to make sure that the work environment is safe for employees. Such days when the school is closed.515 - . 2. Safety and Health Provisions is in the Collective Agreements. 2. 3. Employees have the right to refuse work where it poses a safety hazard to themselves or others. harassment.

If an employee reports to work showing signs of substance abuse. Managers shall not discipline employees who refuse to work in conditions that are unsafe. as required. Procedures 1. the employee's manager immediately and accurately documents all information about the behaviour including: • the date. and the behaviour and mannerisms of the employee in question. If employees perceive that their work is hazardous to their health and safety. 5. immediately inform other employees near the unsafe working conditions of the potential danger. 2. 4. the following procedures occur: a. The manager decides appropriate disciplinary action based on the employee discipline guidelines. When an employee feels there is an unusual safety hazard in the workplace. and . c. time and location. However. Managers must make the workplace safe for employees by doing the following: • monitoring workplace conditions. • the employee cannot return to the workplace until the employee is fit to carry out duties in a safe and proper manner. • monitor employees' performance. employees should make safety concerns immediately known to their supervisor.Human Resources Manual 7. managers take the following actions: • encourage employees to report incidents in which they feel threatened for any reason by anyone inside or outside the organization. The manager makes sure the employee has safe passage to an appropriate destination away from the work site. • limiting entry to authorized personnel only. the employee should take the following actions: a. • correct problems. the manager prevents the employee from entering or remaining at the work site and explains the following to the employee: • the employee's condition prevents the employee from performing duties in a safe and proper manner. if any. and • correcting safety hazards. b. • Advise employee that the Employee and Family Assistance Program is available for help and is completely confidential. 3. • provide compassion and support towards employees who report incidents.516 - . • the names of witnesses. employees can refuse to work. and • an explanation of how the employee presents a safety risk. To make sure employees perform their duties safely. • provide training on safety procedures and.

nt.htm . Safety and Health Collective Agreement with the NWTTA Article 23. An employee may refuse to work after officials have investigated and corrected a reported safety hazard. Responsibilities for Safe Working Environment Last Updated: April 2006 Online Edition URI: http://www. and b. Where the situation affects an employee in the Union of Northern Workers bargaining unit or the NWTTA bargaining unit. the Safety Act and any other relevant jurisdictional policies and regulations. If the union representative is unavailable. If a manager receives notice that an employee refuses to work due to unsafe working conditions. takes corrective action required to remove the unusual danger. If so.gov. The committee or the safety officer investigates the situation. 8. Authorities and References Education Act Safety Act Article 40. immediately report the circumstances of the unsafe working conditions to the manager. employee. (This is done in the presence of the employee who refused to work and a representative of the employee's union. The Principal will keep the school NWT Teachers' Association representative informed of ongoing developments for each situation under investigation. An employee may still refuse to work after the manager has investigated the situation and taken corrective action.hr. investigates the reported unsafe working conditions. the manager. the Principal will immediately investigate the situation in accordance with the steps outlined in the Education Act.517 - . In the event that a teacher suffers an assault. 9. or manager's supervisor contact the health and safety committee or a safety officer about the refusal to work. the manager does the following: a.) 7. the complainant can choose another employee to stand in for the union representative.Occupational Health and Safety/1507/default.ca/policy/hrm/1500 . 6.Violence in the Workplace b. managers may consider the employee insubordinate and take appropriate disciplinary action.1507 .

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1600 .Termination of Employment .

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justice.pdf .ca/PDF/ACTS/Education.ca/policy/hrm/1600 .htm http://www.06 – Probation3 Article 18.nt. 7. 4.justice.nt.Termination of Employment/1601/default.pdf http://www.gov.justice.hr.nt.09 – Dismissal4 Public Service Act: Section 20 – Probation5 Section 21 – Rejection7 6 Education Act: Section 53 – Contract of Employment8 Section 54 – Dismissal9 Last Updated: April 2013 Online Edition URI: http://www.htm http://www. 2.nt.hr.gov.justice.1601 .pdf http://www.07-18. http://www.ca/PDF/ACTS/Public%20Service.htm 1.gov. (y) – Probation1 Appendix A1.521 - .hr. 6.nt.htm http://www. 9.04 – Relief Employees2 Collective Agreement with the NWTTA: Article 18.nt.ca/PDF/ACTS/Education.gov.Rejection During the Probationary Period Reference Collective Agreement with the UNW: Article 2.gov.nt.gov.pdf http://www. 3.gov.gov.ca/Agreements/UNW/appendixa1/default.ca/Agreements/NWTTA/article18/default.hr.htm http://www.Rejection During the Probationary Period 1601 . 8.nt.ca/Agreements/UNW/Article2/default. 5.02-19.ca/PDF/ACTS/Public%20Service.pdf http://www.01(k).gov.hr.ca/Agreements/NWTTA/article18/default.nt.ca/PDF/ACTS/Public%20Service.nt.gov.justice.

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attendance records showing the period of the employee's absence without leave and a summary of the attempts made to contact the employee. Guidelines 1. the Deputy Head consults with the Labour Relations & Compensation Division and advises the employee in writing that he or she is declared to have abandoned his or her position. the supervisor specifies to the employee a date for return to duty. the supervisor makes every reasonable effort to contact the employee to determine the reason for the absence and to establish the employee's intent with respect to returning to duty. any superannuation benefit other than a return of contributions requires approval by the Treasury Board of Canada. 4. Upon return to duty. When an employee is absent from duty without leave. A request for declaration of abandonment of position is sent to the employee's Deputy Head by the supervisor. Since abandonment of position constitutes misconduct for superannuation purposes. The supervisor documents all attempts to contact the employee. Attempts must include telephoning the employee. These guidelines and procedures apply to all employees except those of the NWT Power Corporation. If the employee fails to return to work on the date specified.Abandonment of Position Attachments Introduction 1. An employee who is declared to have abandoned a position is not entitled to severance pay. Application 1. contacting a spouse or relative. If the supervisor is successful in contacting the employee. the employee is disciplined for the absence. A copy is also faxed . visiting the employee at home and sending the employee a double registered letter requesting an immediate response. This request must be accompanied by supporting documentation which includes the name of the employee. the position title and number.523 - . a request for declaration of abandonment of position is prepared. a Deputy Head may declare the employee to have abandoned the position. Where an employee is absent from duty without leave for a period of one week or more. Definitions 1. Procedures 1. Abandonment of Position is termination of an individual's employment where the individual has failed to report for duty for a period of one week and does not intend to return to duty. 2. A copy of this letter is placed on the employee's personnel file.Abandonment of Position 1603 . The employer makes every reasonable attempt to hand-deliver this written notice to the employee without undue delay (sample format for written notice1). The position then becomes vacant and the individual ceases to be an employee of the public service. Upon determining that declaration of abandonment of position is appropriate. 3.1603 . 5.

524 - .nt.hr. http://www.htm 1.ca/policy/hrm/1600 .nt.ca/policy/hrm/1600%20-%20Termination%20of%20Employment/1603/documents/AbandonmentWrittenNotice.Termination of Employment/1603/default.gov.hr.pdf .Human Resources Manual or hand-delivered to the appropriate Department of Human Resources office as soon as possible so that appropriate pay action is taken.gov. Abandonment Last Updated: July 1997 Online Edition URI: http://www. Authorities and References Public Service Act Section 26.

It indicates if and when the employee may be able to report for duty and what tasks the employee may be able to perform. 8. 7. After being on sick leave from a position for two months or more.525 - . For teachers. Medical termination may be actioned earlier if the prognosis shows that the employee is unlikely ever to return to duty. However. 6. The employee's position may then be filled. The Government may terminate an employee who is unable to fulfill obligations under the employment relationship due to illness. the department or agency is committed to provide employment if and when the employee returns from . A medical termination is appropriate in cases where an Employee has been off duty due to illness for an extensive period of time (over a year) and is unable to carry out the duties of the position. A medical termination is considered when an employee is unable to do the job because of illness and it is unlikely that the employee will sufficiently recover to return to duty in the near future.Medical Termination Introduction 1. Guidelines 1. Definitions 1. The prognosis does not state or describe the employee's medical condition. 2. Prognosis is a physician's statement outlining the long-term expectations regarding an employee's medical condition. 3. Application 1. The employer is expected to accommodate absenteeism due to illness in most cases. Sick leave is approved for employees when appropriate. A medical termination does not affect an employee's disability benefits as long as the employee has applied for the benefits prior to termination. the employee is deemed to be the incumbent of another equivalent position. 5. The basis of a medical termination is a prognosis of the employee's condition.1604 . 2. severance upon medical termination is paid at the same rate as severance upon resignation. The employee shall be paid severance pay equal to the product obtained by multiplying his/her weekly rate of pay on termination of employment by the number of completed years of his/her continuous employment to a maximum of thirty (30). Medical Termination is a non-disciplinary termination of employment. A medical termination is not disciplinary in nature.Medical Termination 1604 . less any period of continuous employment in respect of which severance pay was previously granted. It is not necessary to allow an employee to liquidate all sick leave prior to medical termination. These guidelines and procedures apply to all employees except those of the NWT Power Corporation. 4. A medical termination is appropriate only where the absences are extensive and likely to be of long duration.

4. 3. The department must ensure that arrangements are made for the employee's return. efforts are made to accommodate this through a transfer. the employee's Deputy Head writes to the employee to ask for a prognosis on the employee's condition. medical termination may still be an option. A copy is placed on the employee's personnel file. The employee's supervisor recommends medical termination to the Deputy Head. A time limit of two to four weeks is provided for the employee to provide this information. it should make arrangements for one in another department. If a prognosis is not provided by the employee or is incomplete. Advice on specific cases may be requested from the Department of Human Resources. Care needs to be taken in all medical termination cases to ensure that there is no discrimination against an employee due to disability. Procedures 1. an employee returning from extended sick leave where the employee's position has been filled may be directly appointed to another equivalent position in the department. 2. 5. Proceeding with Medical Termination 1. 3. If medical termination is determined to be appropriate. 6. reduction in hours. The Deputy Head considers any information the employee provides. the Deputy Head consults with the Department of Human Resources and the Deputy Head advises the employee that the medical termination is being actioned. The department. If the prognosis states that the employee can return soon. . 4. The Deputy Head writes to the employee to advise of the recommendation for termination. 5.526 - . 9. Under Section 37 of the Public Service Act. When an employee requests an extended period of sick leave (either with or without pay). medical termination may be considered. This is needed so the department or agency can make appropriate staffing decisions. The employee is given the opportunity to apply for disability insurance or Workers' Compensation benefits. If the prognosis does not specify a definite return to duty date or if it states that the employee's medical condition makes it impossible for the employee to return to the position in the near future. If the prognosis indicates the employee can return but cannot do all the duties of the position. If the department does not have a position. The information provided is used to guide the department or agency in its dealings with the employee.Human Resources Manual sick leave. if applicable. If an employee refuses to provide a prognosis. special office equipment. The employee is given the opportunity to present information to refute the recommendation. The employee is advised to consider other options such as medical retirement. The letter of termination should be faxed or hand-delivered to the appropriate Department of Human Resources office so that appropriate pay action can be taken. 7. A copy of the employee's job description is provided to the physician making the prognosis. 2. etc. provided the returning employee is qualified for that equivalent position. board or agency discusses the situation with the employee and advises the employee that medical termination is being recommended. the Deputy Head asks for it again and advises the employee that refusal to provide it may be deemed insubordination. every effort is made to accommodate the employee. This should be discussed with the Department of Human Resources.

nt.37 Last Updated: January 2004 Online Edition URI: http://www.Termination of Employment/1604/default.hr.1604 .gov.ca/policy/hrm/1600 .htm .Medical Termination Authorities and References Public Service Act Sections 33.527 - .

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except teachers and health care workers. 28 calendar days. the supervisor should ask the employee to think the matter over carefully. Guidelines 1. Definitions 1. A copy of each is placed on the employee's personnel file. A written resignation may be accepted by an employee's immediate supervisor on behalf of the Minister of Human Resources. unless stated otherwise in the letter of offer. Resignation . and nursing orderlies. Resignation is the voluntary termination of employment by the employee. Duration of Appointments Section 25. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation. Health Care Workers for the purpose of notice of terminations includes: graduate nurses. 4. 2. 3. registered nurses. If the employee is upset. resign by giving two weeks notice in writing. A teacher who resigns after the specified dates may not receive removal benefits unless an exception is made. To assist departments in fulfilling operational requirements. employees must provide at least two weeks notice. Employees. in writing. Authorities and References Public Service Act Section 23. certified nursing assistants. Teachers resigning effective the last day of the academic year are required to provide written notice of this intent no later than sixty (60) calendar days before the last day of the academic year.1605 . operating room technicians. An employee is hired for an indeterminate period. The resignation is accepted in writing.529 - . 7. A Deputy Head approves a withdrawal only if it is before the effective date of the resignation and there has not been another person selected for or appointed to the position. An employee may ask to withdraw a resignation by writing to the Deputy Head.Resignation Introduction 1. Tenure of Office Section 24. 6.Resignation 1605 . An excluded employee or a Union of Northern Workers bargaining unit employee has 24 hours from the time of resignation to withdraw the resignation. 5. 2. The employee's letter of resignation and a copy of the acceptance must be sent to the appropriate Department of Human Resources office. Application 1. of their resignation or in the case of health care workers resigning from the Employer or transferring within the Public Service.

Resignation Managers' Handbook Resignation Excluded Employees' Handbook Termination Last Updated: July 2002 Online Edition URI: http://www. Resignation Collective Agreement with NWTTA Article 19.nt.htm .530 - .Termination of Employment/1605/default.Human Resources Manual Public Service Regulations Section 3.01.hr.16.ca/policy/hrm/1600 . Appointment Main Collective Agreement with the UNW Article 52.gov.

2. Superannuation and other deductions are made during this period. Authorities and References Main Collective Agreement with the UNW Article 32. These guidelines and procedures apply to all employees except those employed by the NWT Power Corporation. An employee who is retiring may be eligible for severance leave.04. 3. Severance pay may be converted to an equivalent period of leave with pay (retiring or severance leave). Retirement is termination of employment with eligibility to receive an immediate annuity under the Public Service Superannuation Act.1606 .Retirement Introduction 1. Termination Memorandum of Understanding.531 - . The Department of Human Resources directs the employee to other sources of retirement benefits and information such as Canada Pension Plan and Old Age Security. When requested. Retirement and Death Termination for Health Reasons Collective Agreement with the NWTTA Article 18. Procedures 1. Employees may request retirement information from the Department of Human Resources. Definitions 1. Termination Managers' Handbook Severance Pay. 2.05. 3. The Government has qualified staff available to provide pension estimates and benefits information to employees. Employees have the primary responsibility for planning their retirement. The Department of Human Resources explains retirement benefits available under the Public Service Superannuation Act and from the Government. Guidelines 1. Retirement/Termination for Health Reasons . Application 1. the Department of Human Resources provides pension estimates. Resignation.Retirement 1606 . The Government assists employees in planning for retirement from the public service of the NWT.

nt.ca/policy/hrm/1600 .532 - . Retirement/Termination for Health Reasons Last Updated: September 1999 Online Edition URI: http://www.Termination of Employment/1606/default.htm .Human Resources Manual Excluded Employees' Handbook Severance Pay.gov.hr.

gov.Termination of Employment/1607/default.ca/Agreements/NWTTA/article17/ http://www. 4.04. http://www.nt.gov.1607 . Death4 Senior Managers' Handbook – Severance Pay. Termination Benefits3 Excluded Employees' Handbook – Severance Pay. Resignation.ca/Agreements/UNW/Article32/default. 3.gov.htm 1.533 - . 2.ca/Agreements/MANAGERS/SEVERANCE%20PAY/ . Death5 Last Updated: April 2013 Online Edition URI: http://www.nt.nt.htm http://www.gov.hr.nt.Death in Service Reference Employee entitlements on death in service are contained in Collective Agreements and Handbooks: UNW Collective Agreement Article 32.gov.05.gov.hr.htm http://www.nt. Termination 2 Memorandum of Understanding.ca/agreements/excluded/SEVERANCE%20PAY/ http://www. Retirement and Death1 NWTTA Collective Agreement Article 17.ca/policy/hrm/1600 .Death in Service 1607 .nt. 5.ca/Agreements/NWTTA/mou2/default.hr.hr.hr.hr.

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Priority Staffing Introduction 1. 5. Standard selection interview procedures and affirmative action staffing guidelines apply to competitions involving employees on the priority staffing list. Following the expiration of the notice period. It is the responsibility of the laid off teacher to become aware of a vacant position and to submit an application for it. 2. Education. Priority staffing privileges exist for employees that have been identified for lay-off. Guidelines 1. again in the most expeditious manner. Procedures 1. 4. When a competition is held. These guidelines and procedures apply to all Government indeterminate teachers in the NWT Teachers' Association (NWTTA) that have officially been notified by their Deputy Head that their positions have been eliminated. The skills inventory should include the type of position being sought. that employee is interviewed. .1608a .Priority Staffing 1608a . teaching specialization and any teaching preferences. 2. will be offered to any teacher who has been laid off and is still unemployed. Culture & Employment maintains a priority staffing list of all employees who are given lay-off notices and the positions attained. re-location preferences. A comparable vacancy which occurs in the following year. 3. During the 45 calendar day notice period. a job offer is made. An employee is eligible for priority staffing effective the date of lay-off as indicated in their lay-off letter from the Deputy Head. location. If only one employee from the priority list is qualified. If an employee is determined to be suitable. Deputy Heads request a skills and interest inventory from affected employees. the onus to identify career opportunities reverts to the displaced worker.535 - . Culture & Employment updates and distributes this list to all Deputy Heads in the most expeditious manner and sends copies to both Labour Relations and Compensation and the NWTTA. Deputy Heads are responsible for ensuring that affected employees are considered for all vacant positions within their Board first and other Boards second before requesting a position be opened to competition. The Deputy Head provides the inventories to other Boards. The teacher must be qualified for the position. Term employees who are identified for lay-off may compete for positions under the standard competition process. qualified applicants on the lay-off priority staffing list receive priority consideration and are interviewed before other candidates. in an attempt to locate alternate employment during the 45 calendar day notice period. 4. Application 1. 3. The Department of Education. 5.

536 - .gov.htm . 7.nt. Where it is not possible to offer a position to an employee on the priority staffing list due to unsuitability.Termination of Employment/1608a/default. If declined. An employee has 72 hours to accept a reasonable job offer.Human Resources Manual 6. the employee waives their right to priority status and are considered to have resigned at the end of the notice period. Last Updated: May 1997 Online Edition URI: http://www. other candidates are considered.hr.ca/policy/hrm/1600 .