Kanesatake Health Center Incorporated
Kanesatake Health Center Incorporated
12 So:se O’nasaken:rat, Kanesatake, J0N 1E0
Administrative
Policy
Manual
(FINAL)
Administration Policy Manual1
Kanesatake Health Center Incorporated
Table of Contents
Section 1:General Provisions
1.1Introduction
1.2Definitions
1.3Objectives
1.4Applications
1.4.1Contractual Employees
1.4.2Casual Help Employees
1.4.3Temporary Replacement Employees
1.4.4Permanent Employees
Section 2:General Conditions of Work
2.1Hours of Work
2.1.1Office Hours
2.1.2Working Hours
2.1.3Flexible Hours
2.1.4Summer Hours
2.1.5Scheduled Breaks
2.1.6Temporary Shutdown
2.2Overtime
2.2.1Approval of Overtime
2.2.2Time Off
2.2.3Time Off for Training
2.2.4Overtime Hours for Travel
2.2.5In Lieu of Overtime
2.2.6Over Forty Hours
2.2.7Statutory Holidays
2.2.8Workshops and Conferences
2.2.9Limitations for Payment of Overtime
2.2.10Refusal to Work Overtime
2.3Absence/Lateness
2.3.1Absence
2.3.2Lateness
2.3.3Non-related Work
2.4Timesheets
2.5Code of Ethics
2.6Reporting
2.7Office Procedures
2.7.1Use of Equipment
2.7.2Use of Materials
2.7.3Locking Up
2.7.4Keys
2.7.5Workplace Environment
2.8Personnel Records
2.8.1Personnel Files
2.8.2Personnel Records
2.8.3Access
2.8.4Confidentiality
2.9Clinical Operations
2.9.1Clinics
2.9.2Age Limitations
2.9.3Electronic Transmission of Information
2.9.4Processing of Test Results
2.9.5Procedures for Medical Records
2.10Workplace Safety
2.10.1Workplace Health and Safety Committee
2.10.2Intent to Do Harm
2.10.3High Risk Situations
2.10.4Designated Team Member
2.10.5Incident Report
2.10.6Crisis Management Protocols
2.10.7Fire Safety
2.10.8First Aid
Section 3:Leaves of Absence
3.1Statutory Holidays
3.1.1Entitlement
3.1.2Restrictions
3.1.3Holiday on Non-Working Day
3.1.4Request to Work on Statutory Holiday
3.1.5Remuneration for Working on an Official Holiday
3.1.6Refusal to Work
3.2Leave Of Absence
3.2.1Leave of Absence for Permanent Employees
3.2.2Leave of Absence Benefits
3.2.3Contributions
3.2.4Leave of Absence for Temporary Employees
3.3Vacation
3.3.1Vacation Leave Entitlement
3.3.2Vacation Leave Calculation
3.3.3Vacation Leave with Pay
3.3.4Vacation Pay Entitlement
3.3.5Vacation Pay with Termination of Employment
3.3.6No Vacation Carryover
3.3.7Substitute Day for a Holiday
3.3.8Vacation Leave Request and Approval
3.3.9Limitations
3.4Sick/Personal Leave
3.4.1S/P Entitlement
3.4.2Medical Certificate
3.4.3Limitations
3.4.4Medical Certificate
3.5Extended Sick Leave
3.6Compassionate Leave
3.7Bereavement Leave
3.7.1Entitlement
3.7.2Immediate Family Members
3.7.3Extended Family and Close Friends
3.7.4Funerals in the Community
3.7.5Official Funeral Functions
3.8Maternity Leave
3.8.1Conditions
3.8.2Notification of Maternity/Adoption Leave
3.8.3Notification of Return from Leave
3.8.4Paternity Leave
3.9Marriage Leave
3.10Educational Leave
3.11Court Leave
3.12Voting Leave
3.13Compassionate Care Leave
3.14Longterm Leave Without Pay
3.15Social Leave
3.16Wellness Days
3.17Attendance Control Program
3.17.1Database Program
3.17.2Monthly Report
3.17.3Start-Up
Section 4:Hiring
4.1Recruitment
4.1.1Open Position
4.1.2Job Posting
4.1.3Validation of New Job Posting
4.1.4Standardization of Job Postings
4.1.5Internal Posting
4.1.6Exclusions
4.1.7Confirmation of Internal Affectation
4.1.8General Posting
4.1.9Response Letters
4.2Screening
4.2.1First Screening
4.2.2Second Screening
4.3Ad Hoc Hiring Committee
4.3.1Confidentiality
4.3.2Composition of the Hiring Committee
4.4Selection Process
4.4.1Interview Questionnaire
4.4.2Evaluation Tools
4.4.3Reference Checks
4.4.5Recommendation
4.5Approval
4.6Transfers
4.7Temporary Replacements
Section 5:Remuneration
5.1Payment of salary
5.2Submission of Time Sheets
5.2.1Regular Submission of Time Sheets
5.2.2Exceptions to Regular Submission
5.2.3Modifications of Time Sheets
5.2.4Incomplete or Missing Time Sheets
5.3Payroll Processing
5.3.1Schedule
5.3.2Pay Information & Accrued Data
5.4Remuneration under Contracts
5.5Remuneration for Casual Help
5.5.1General
5.5.2Rates
5.5.3Method of Payment
5.6Remuneration for Statutory Holidays
5.7Salary Advances
5.8Remuneration for Vacation Periods
5.8.1General
5.8.2Calculations
5.8.3Notices & Delays
5.8.4Payment Method
5.8.5Exclusion
5.9Compensation for Overtime
5.9.1Standard Compensation Method
5.9.2Exceptions to Standard Compensation Method
5.10Work Performed Outside of Regular Schedule
5.10.1 Call-In Pay
5.10.2On-call Pay
5.11Compensation for Extra Responsibilities
5.11.1Acting Pay
5.11.2Payment Method
5.11.3Long-term Responsibilities
5.12Salary Levels
5.13Withholding of Sums Owed
5.14Garnishment
5.15Issuing a Record of Employment
5.16Cashing Benefits
5.17Entitlements Upon Termination
Section 6:Performance Evaluation
6.1Frequency of Evaluations
6.1.1Annual Performance Evaluation
6.1.2Other Causes for Evaluation
6.2The Process of Evaluation
6.2.1The Annual Employee Performance Evaluation
6.2.2Initial Performance Evaluation Meeting
6.2.3Feedback during the Year
6.2.4Formalizing the Process
6.3Evaluation of Supervisors
6.4Probationary Evaluation for New Employment
6.4.1Non Completion of an Evaluation Report
6.4.2Notification
6.4.3Extension of Probation
6.5Probationary Evaluation Following a Reprimand
6.6Employee Evaluation at the End of a Temporary Position
6.7Role of the Reviewer
6.8Evaluation Form
6.9Filing of Evaluation Reports
6.9.1Filing of Confidential Reports
6.9.2Access to Evaluation Records
6.10Conflict Resolution
Section 7: Training
7.1On-The-Job Training
7.1.1General
7.1.2Expenses for Training
7.2In-Service Training
7.2.1General
7.2.2Requests to Attend
7.2.3Expenses for Workshops and Training
7.3Personal Professional Development
7.4Sponsored Training
7.5Incentives
Section 8:Discipline Procedures
8.1Employee Conduct
8.2Disciplinary Action
8.2.1General
8.2.2Steps to be taken
8.2.3Interviews
8.2.4Records
8.2.5Acknowledgement
8.2.6Follow-up
8.3Applications of Disciplinary Action
8.3.1Verbal Reprimand
8.3.2 Written Reprimand
8.3.3Probation following Reprimand
8.3.4Suspension
8.3.5Dismissal and Termination
8.4Grievance
8.4.1Application
8.4.2Processing a Grievance File
8.4.3Procedures
8.4.4Final Decision
8.5Complaints From COMMUNITY Members
8.5.1Acknowledgement of Complaints
8.5.2Filing of Complaints
8.5.3Complaints against Management
8.5.4Complaints regarding Nursing Staff
8.5.5Lack of Validation
Section 9:Access to Information
9.1Disclosure
9.2Membership Information
9.3Information Regarding the Board of Directors
9.4Financial Information
9.4.1Statements of Revenue and Expenses
9.4.2Tendering
9.5Requests for Information
9.5.1Confidential Information
9.5.2Privileged Information
9.5.3Procedures for Access by Other Services
9.6Requests from Outside Organizations
9.6.1Government Agencies
9.6.2Non-governmental agencies
9.6.3Other Communities
9.7Medical Records and Clinical Information
9.7.1Access by the Client
9.7.2Access by Third Parties
9.7.3Disclosure of Information Regarding Deceased Client
Section 10:Financial Management
10.1Financial Year
10.2Budget
10.2.1Process
10.2.2Approvals
10.2.3Modifications
10.3Signing Authority
10.4Limitations
10.5Auditors
10.5.1Appointment
10.5.2Procedures
10.5.3Audited Financial Statements
10.6Banking
10.7Travel
10.7.1General Applications
10.7.2Exceptional Applications
10.7.3Admissible Expenses
10.7.4Expenses on Weekends
10.7.5Travel Extension for Personal Reasons
10.7.6Reduced Rates for Non-Compliance
10.7.7Departure & Arrival
10.7.8Expenses Reimbursable By a Third Party
10.7.9Exclusion of a Meal From Under Expenses
10.7.10Advances for Hotel Accommodation
10.7.11Car Rental
10.7.12Traffic & Parking Tickets
10.7.13Use of Private Vehicles
10.7.14Monthly Travel
10.7.15Travel Rates for Mileage
10.7.16Travel Advances
10.7.17Travel Expense Adjustments
10.8Tendering
10.8.1Call for Tender Documents
10.8.2Purchase Orders & Contracts
10.8.3Construction Projects
10.8.4Invitation to Tender
10.8.5Tenders for Construction Projects
10.8.6Public Notice of Interest
10.8.7Applications Following Notice of Interest
10.8.8Process for Invitations to Tender
10.8.9Bid bonds
10.8.10Execution bonds
10.8.11Tender Opening
10.8.12Record Keeping
Section 11:Grievance Procedures
11.1Filing of Petition or Grievance
11.2Appeal Board
Section 12:Redress
12.1Amendments to Present Policy
12.2Grievance & Petitions
12.3Policy Review
Section 13:Appendices
List of Appendices
Section 1:General Provisions
1.1Introduction
The Boards of Directors have approved this administrative policy to be applied for all the programs and services under the Kanesatake Health Center Incorporated.
1.2Definitions
Acting Pay / Compensation that is given to an employee for a limited time replacement in a position or for additional responsibilities undertaken in a different job type or level of supervision;Administrator / An employee who has been given the responsibility to manage one or more health programs or services. The administrator may or may not have staff under his/her supervision;
Supervisor / Any person who is responsible for one or more staff members, and therefore, who is required to implement all or parts of this manual;
Administrative Support Staff / Staff, other than program staff, whose duties do not normally require flexible hours, unforeseen overtime or a call-in;
Availability / Requirement for staff who due to the nature of their responsibilities must remain open for unscheduled overtime or a call-in when situations occur beyond regular work hours;
Call-in / A request by the employer to come in after the regularly scheduled work day of that employee usually due to an emergency or unforeseen situation;
Casual Help / Occasional worker hired to replace a regular staff member for a short duration of a few days. May be hired without a job posting or hiring board;
Clinical Staff / Staff who deliver medical, professional or lifestyle support services to Health Center clients such as doctors, nurses, psychologists, dieticians, dental hygienists, etc.
Contract Staff / Staff who have a defined duration of employment, and whose benefits are set by the terms of their contract;
Extra Step / Compensation, as identified under Remuneration, for extra duties within the employee’s regular work assignment, which are not included in the regular job description, and which have been identified on the employee’s job classification form or through a process of Evaluation;
Executive Director / The Chief Executive Officer of the Kanesatake Health Center with the overall responsibility for all the KHC operations. The Executive Director reports directly to the Board of Directors;
Flexible work schedule / A work schedule that allows for providing program activities outside of regular office hours, however within the total hours of a regular work week;
Hiring Slip / An administrative form that is used for documenting the terms of the hiring of staff;
Long-term Disability
or Sick Leave / A Sick or Disability Leave which exceeds a short term leave, and which is paid by an other agency;
On-call / A request to be available to respond within thirty (30) minutes to a situation that is beyond regular work hours and responsibilities. This on-call period is usually for a limited time, and requires that the personal activities of the employee are restricted for the duration of the on-call period;
Overtime / Pre-approved time that is worked beyond the regular workweek hours, and subject to a compensation in time off;
Permanent Positions / Regular full time and part time positions, which require hiring through a hiring board;
Permanent Staff / Full time and part time employees hired by a hiring board for a permanent status position, and who
have successfully completed their probation;
Petition / Formal request to file an appeal or to register a grievance;
Probation / A trial period at the beginning of employment or following a disciplinary measure;
Program Staff / Staff who, due to the nature of their respective program activities, may be required to work on a flexible work hour schedule. This also includes seasonal staff;
Privileged Information / Information that is made available to a particular administrator for the purposes of the management of the program;
Report-in Pay / Reference to compensation paid to an employee who reports to work without adequate notice of work cancellation;
Record of Employment / (R.O.E) Document issued at termination of employment, also referred to as Layoff Slip;
Short Term Sick Leave / A Sick Leave which can extend up to a maximum number of weeks as stipulated in the group insurance plan;
Temporary Staff / A staff hired for a short-term for a limited need, or for the replacement of a worker on leave. For some replacement positions, a job posting may be required;
Work Hours / As determined at the time of hiring or reflected in the hiring slip. An employee’s work hours may be adjusted to reflect changes in responsibility or budget.
1.3Objectives
This policy manual is designed and approved by the Board of Directors to ensure that rules and guidelines are in place for all matters regarding the human and financial resources of the corporation. This will ensure consistency and reasonable treatment for all aspects of the operations of the corporation.
1.4Applications
The application of the particular policy clauses in this Administrative Manual regarding personnel is dependent on the category of employment as follows:
1.4.1Contractual Employees
Contractual employees receive benefits as per the terms of their contract and, unless otherwise specified there under, may not be covered under the present policy, either in part or in total.
1.4.2Casual Help Employees
Casual Help employees are employees that are hired for a very short duration, and are entitled to receive vacation pay benefits proportional to the hours worked, as per the Remuneration section of this policy.
Casual Help employees are not entitled to sick/personal or other benefits outlined in this policy. However, they may be entitled to holidays according to article 2.01 of the Labour Code.
1.4.3Temporary Replacement Employees
Temporary replacement employees are hired for a short duration not exceeding six (6) months. These employees are entitled only to the minimum benefits as required by the Labour Code of Canada. Other Health Center Inc. benefits, which are established for the benefit of permanent employees such as Educational Leave, do not apply to this category of employees.
Temporary Employees who are hired for a period of up to six (6) months are entitled to the following benefits:
a.Sick and personal Leave;
b.Statutory holidays;
c.Vacation pay.
1.4.4Permanent Employees
Permanent full-time and part-time employees who have successfully completed their probationary period are entitled to the full benefits of this policy in proportion to their work hours.
Section 2:General Conditions of Work
2.1Hours of Work
2.1.1Office Hours
The Health Center office hours are from 8:00 a.m. to 4:00 pm, on Monday toFriday. The standard lunch period for employees will be from 12:00 noon to 1:00 pm, unless the administrator or the Executive Director authorizes an exception.
However, since the Health Center must remain open during the lunch period, administrative support staff will adjust their lunch hour to cover the reception and other essential areas on a rotating weekly schedule.
2.1.2Working Hours
The standard workweek hours for all regular, full-time staff is thirty-five (35) hours. However, the work hours for some staff may vary depending on the nature of the position, and are normally stipulated on the hiring slip or job posting.
Administrative and support staff shall work within the regular office hours based on a preset schedule as agreed with the Executive Director.
The thirty-five (35) hour standard workweek does not include the one-hour lunch period, but does include two scheduled optional 15 minute breaks.
An employee may not work through lunch in order to leave earlier in the afternoon unless requested to do so by the Executive Director.
2.1.3Flexible Hours
The Executive Director and concerned administrators can permit flexible hours for staff that, by the nature of their activities, have to work beyond office hours. The administrator and/or Executive Director must approve the work schedule of the employee.
The flexible hour schedule must not compromise the operational requirements of the health center. These employees are required to complete their weekly hours within the regular pay period, and must not cause any unnecessary overtime by such a schedule.
2.1.4Summer Hours
The Executive Director may submit a request to the Board of Directors to change the standard office hours for the summer months, however the standard number of working hours must remain at 35 hours per week.
2.1.5Scheduled Breaks
In the course of a regular working day, employees shall be permitted to take two optional fifteen-minute breaks within the working premises, one in the morning and one in the afternoon.
2.1.6Temporary Shutdown
When the office must close due to a temporary power failure or a serious maintenance problem, and provided that the employees have not been asked to report to work in another facility, then the employees will be given pay for these hours.
In such a case, if there has not been an advance notice of closing given to the employees, it is understood that the leave is only paid to those employees who report for work at the start of the work day.
2.2Overtime
Overtime is compensated as equivalent time off for up to 5 (five) pre-approved extra hours worked above the regular work week of 35 hours. After working 40 hours, an employee is then entitled to be compensated at the rate of one and a half hours for each hour worked.
2.2.1Approval of Overtime
Overtime must be work related, and authorized prior to the employee working extra hours. The approval of pre-authorized overtime must be reflected on the time sheet.
If the overtime is not work-related and has not been pre-approved by the employee’s direct supervisor, then the hours will not be considered as overtime for any form of compensation or time off.
Overtime cannot be applied for working through optional scheduled breaks which are already considered as part of the regular work week.
An exemption may be considered for clinical staff who may have unforeseen hours that are work-related due to clients, and for which it was not possible to get prior authorization. However, an attempt should always be made to alter the work schedule of the employee the following day to accommodate the extra hours that were worked due to client responsibilities. Nevertheless, as always, the approval of such hours is at the discretion of the Executive Director.
2.2.2Time Off
Extra hours worked above the regular 35 hours, but not exceeding 40 hours, must be compensated in equivalent time off. This time cannot be banked or carried over into the next fiscal year.
The employee must be given the opportunity to take this extra time offas close as possible to the week in which it was earned. However, the employee’s supervisor must approve the scheduling of time off.
Should unforeseen circumstances not permit an opportunity for the employee to take the time off, then overtime can be banked at the discretion of the Executive Director, but must not exceed 35 hours total.
2.2.3Time Off for Training
When training is at the expense of the employee, the supervisor and/or the Executive Director must still approve the time off with consideration to workload. Therefore the employee must submit a request in writing at least two weeks before the scheduled training.
2.2.4Overtime Hours for Travel
Employees who must travel out of town for a meeting should travel as part of their regular hours. However, if an unforeseen need to travel occurs after the employee has completed their day, and there is not an opportunity to reduce the hours of the work week, then overtime hours can be approved for the travel.
Similarly an employee, whose travel requires that he/she travel on a weekend, and there is not a possibility of reducing the work week, may also receive compensation in time off for travel time. The travel time may only be applied for the duration of the travel, and not for the personal time between travelling.
2.2.5In Lieu of Overtime
If required by their job description, the daytime work schedule for program staff may from time to time be adjusted to make room for evening work, in lieu of resorting to or obliging the employee to work overtime.
Any changes to work schedules must be approved by the employee’s supervisor or the Executive Director.
2.2.6Over Forty Hours
Employees who, for a specific reason, are asked to work over forty (40) hours within one work week will be compensated at a rate of one and one half times the hourly rate for each hour worked over forty (40) hours.
2.2.7Statutory Holidays
Permanent employees who are requested to work on a statutory holiday, and who are not given another day as compensation, are entitled to be paid two hours for each statutory holiday hour worked.
2.2.8Workshops and Conferences
Extra work hours resulting from attending workshops or conferences must not be considered as overtime since the employee is already benefiting directly from the conference or workshop, and the employer is paying for the associated travel costs.
2.2.9Limitations for Payment of Overtime
Termination of employment resulting from lay-off, dismissal or resignation is the only valid reason for the payment of any accrued overtime which has not been used.
2.2.10Refusal to Work Overtime
An employee may not refuse to work overtime in the event that the nature of the work being carried out by the employee is considered urgent, and which, if not completed would be detrimental to the operation of the Health Center.
2.3Absence/Lateness
2.3.1Absence
A staff member is obliged to personally informtheir supervisor in the case of their absence or to leave a message when they are not coming in to work due to unforeseen circumstances, all within at least one (1) hour of scheduled starting time.
Employees who do not notify the Health Center as required may be considered to be absent without reason, and may have their salary deducted for the length of their absence.