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Welcome from the Assistant Vice-President, Human Resources (HR)

Welcome to the employee handbook for the Special Constable Service employees at Laurier! I would like to take this opportunity to welcome any new employees and to thank all existing employees for the work you do and your contributions to Laurier.

Laurier is a wonderful place to work, with collaborative people who work in a collegial and supportive manner. We are passionate about Inspiring Lives of Leadership and Purpose amongst our students, alumni, faculty and staff. Working at Laurier provides you with many benefits which are focussed on wellness, recognition, lifelong learning and professional development. We pride ourselves on our ability to maintain a positive work-life balance and embrace the culture of community that exists at all of our campuses. Our Employee Success Factors were created by employees from across the organization and truly capture the behaviours and commitments we value at Laurier.

A successful employee...

  • Collaborates to promote team and organizational success
  • Seeks opportunities for continuous improvement
  • Values relationships and community
  • Supports a culture of service
  • Models leadership and accountability

This handbook is meant to outline the main aspects of the employee-employer relationship in addition to the Employement Standards Act and will hopefully answer any questions you may have. However, if you have a question or a concern not addressed in the handbook, please do not hesitate to contact a member of the Human Resources (HR) team. Contact information can be found on our university intranet (connect.wlu.ca), Working at Laurier/Contacts.

Sincerely,

Pamela Cant
AVP, Human Resources

Introduction

The Special Constable Service employee handbook has been prepared to assist you in finding the answers to general questions you may have and to familiarize you with the university’s general approach to certain HR issues. Please read it carefully and keep a copy for your records.

This handbook replaces all previous handbooks issued by the university, and all previous handbooks are rendered inoperative effective immediately.

Remember, this handbook is only intended to provide a general summary of information concerning certain HR issues. Neither the information in this handbook, nor any other communication by management with respect to this handbook or its contents, forms part of your employment contract with the university. The university has the right to change any information set out in this handbook, without consulting with you, obtaining your agreement, or providing you with notice of any kind. Handbooks are reviewed annually.

It is the intent of the university to have overall working conditions, compensation and benefits for Special Constable Service that reflect its contribution to the university's success. It is the responsibility of the Board of Governors, supported by the president and HR, to proactively ensure this.

In addition to this handbook, it is your responsibility to make yourself familiar with existing policies relevant to your functions, to implement those policies, and to be aware of changes to policies. Several policies have been either included or mentioned in this handbook for you.

Should you have any questions regarding your personal employment situation or Wilfrid Laurier University management practices that are not addressed in this handbook, do not hesitate to approach your Manager or Human Resources.

The Special Constable Service Function

Special Constable Service is a 24/7/365 essential service at Laurier. The employment relationship between the university and supervisors and Special Constables is outlined in this handbook as well as the Benefits Information Booklet for faculty/staff.

All Special Constable Service staff are required to maintain Special Constable status which is granted by the local Municipal Police Service, Ontario Police Commission and Local Police Service Board, upon successful completion of prescribed requirements. Compulsory training in addition to the minimum educational requirement is initial "Use of Force" training and annual re-certification.

Special Constable Service Mandate

The Special Constable Service exists to serve and protect the Laurier community. The department contributes to the quality of life of students, faculty, staff and visitors by preserving the peace and preventing crime. While the focus is prevention and educating the community, each member of the Special Constable Service department has the Peace Officer designation authority to execute warrants, lay charges and take all legal means to enforce Federal and Provincial law and university policies.

Mission

Special Constable Service is committed to:

  • The prevention of crime, education, customer service, encouraging partnerships and the protection of rights which will enhance the quality of life for our students, faculty, staff and visitors.
  • Using the Neighbourhood Policing Model to solve and prevent crime through education and the formation of partnerships to make Laurier a safer place to learn, live and work.

Vision

We will promote a working relationship with students, staff, faculty and the community that encourages prevention, education, partnerships and participation supported by opportunities to achieve high levels of personal and organizational performance.

We will, with the cooperation of our university, students, staff, faculty and the city communities, deliver law enforcement combined with a security function which recognize the different needs of our diverse university and the value of partnerships and excellent customer service.

Our service will be:

  • Student, staff and faculty oriented.
  • Provide excellent customer service.
  • Educational.
  • Efficient.
  • Respectful of others.
  • Innovative in our delivery and program.

Values

We, the staff of Special Constable Service believe strongly in the following values:

  • Academic excellence.
  • A caring community.
  • Innovation.
  • Respect.
  • Student-centered environment.
  • Customer service.

Definitions

  • Board: is the Board of Governors of Laurier, as provided for in the Act.
  • Child: except where otherwise indicated, will include a natural, adopted or step child of the employee who is under 26 years of age and either lives at home or is financially supported by the employee.
  • Continuing position: a position, either full-time or part-time, where no ending or renewal date is stated at the time of posting.
  • Employee Success Factors: five guiding principles that set a criterion by which employees can evaluate and strive to improve themselves.
  • Full-time employee: one whose regularly scheduled hours of work are 1,250 or more per year.
  • Internally: is understood to mean within the Special Constable Service Group.
  • Limited-term position: a position, either full-time or part-time, where an ending date is stated at the time of posting and where there is no employment commitment beyond the specified term. Typically these positions are for durations of up to approximately 12 months, but no less than three months.
  • Manager: responsible for planning and directing the work of a group of individuals, monitoring their work, and taking corrective action when necessary. The term Manager in this handbook refers to the employees' immediate supervisor, regardless of title.
  • Parent: is inclusive of step-parents.
  • Part-time employee: one whose regularly scheduled hours of work are less than 1,250 hours per year.
  • President: the President of the university.
  • Reference salary: is the nominal annual salary to which the employee would be entitled if not on a leave or reduced salary program.
  • Salary: is the annual gross salary paid to an employee excluding overtime payments and other supplementary payments.
  • Senate: the Senate of Laurier, as constituted pursuant to the Act.
  • Spouse: except where otherwise indicated, is a person married to an employee, or cohabiting with an employee continuously for a period of not less than one year, inclusive of same sex partners.
  • Security guard: responsible for performing security guard duties including calls for access, exam transportation, crowd control and officer replacement during absences. Possess a security guard license.
  • Special constable: responsible for patrolling and forming partnerships in the neighbourhoods. Includes duties related to the safety and security of facilities, students, staff and faculty.
  • Supervisor/sergeant: responsible for the day-to-day performance of a small group. Experienced in the work of the group and also performs those duties. Guides the team towards its goals, ensures that all members of the team are productive, and resolves problems as they arise. Provides functional instruction and guidance, as well as day-to-day supervision.
  • University: Laurier and its designates, the Board of Governors of Laurier, or any officers authorized to act on behalf of the Board, and is hereinafter referred to as the university.

Business Operations

The university has the right to manage its affairs subject to the limitations of this handbook.

Without limiting the generality of the foregoing, the university has the exclusive right and responsibility:

  • to manage its business;
  • to maintain order, discipline, and efficiency including the right to plan, direct, and control the workforce;
  • to hire, classify, promote, transfer, demote, lay off, or recall employees, and to expand or reduce the size of the workforce;
  • to alter, combine, or cease any operation, function, or service.

The university has the right to establish and enforce reasonable rules and regulations and to discipline, suspend, or discharge employees for just cause.

The university will exercise the foregoing rights in a manner that is fair, reasonable, and consistent with the terms and provisions of this handbook. In the event that it is alleged that the university has exercised any of the foregoing rights contrary to the provisions of this handbook, the matter may be the subject of conflict resolution procedures.

No Discrimination

It is agreed that there will be no discrimination, interference, restrictions, coercion, or intimidation exercised on or practiced by the university or the Special Constable Service Group in regard to any matter associated with the terms and conditions of employment by reason of race, creed, colour, sex, gender, marital status, ethnic origin, ancestry, place of origin, political or religious affiliation, sexual orientation, citizenship, age, record of offences, family status, disability, or language (unless a bonafide occupational requirement of a position).

Employee Files in the Human Resources Department

Personnel Files

The university will maintain accurate personnel records. Employees should advise HR immediately if there is any change in personal data, such as name change, address or telephone number.

There shall be one official personnel file for each employee and that this file will be maintained in HR. The official personnel file shall include records relating to both the employment status of the employee, including, but not limited to, the original application form/resume, job posting, offer letter, job and salary history and job performance documentation as well as any documentation related to discipline and probation. The university shall notify the employee of any addition to their official personnel file that pertains to performance.

Employees will have the right to examine their official personnel files, exclusive of any letters of reference which have been provided on a confidential basis, by application to HR during normal business hours. Any letters related to disciplinary issues that are 18 months or more old will be removed from the personnel files and reference will not be made to them, provided that no similar disciplinary documents relating to similar problems have been added to the personnel files during that period.

Employees may supplement the contents of their personnel files with documents related to their employment by forwarding such documents to HR.

Confidentiality of Personnel Files

The security and confidentiality of personnel files will be the responsibility of the Office of the Assistant Vice-President: Human Resources.

Access to personnel files will be limited to the employee, staff in HR and to the employee's current manager and other authorized university officials in connection with personnel, administrative and/or labour relations matters.

When HR receives requests for personal or employment-related information regarding an employee from an external agency, it will confirm employment only. Additional information will only be divulged with the written authorization of the employee.

Employee Health Files

All employee health files, including physician statements requested for sick leave will be kept in an area separate from all other personnel files and under secure conditions. Access will be limited to authorized persons within HR.

The Safety, Health, Environment and Risk Management (SHERM) department is responsible for the administration of the WSIB program and its related files. These files will be kept in a secure location and accessed solely by authorized personnel in that department.

Access to any other person(s) will only be provided with the prior approval of the employee.

Onboarding

Employee orientation is a process, not an event, that begins with an individual’s first experience with the university. The onboarding process includes an introduction to the Employee Success Factors, and continues with personal and professional goals and objectives that can be enhanced by in-house training and development opportunities.

The Employee Success Factors reflect an important set of criteria against which employees can evaluate and strive to improve themselves.

A successful employee:

  • Collaborates to promote team and organizational success
  • Seeks opportunities for continuous improvement
  • Values relationships and community
  • Supports a culture of service
  • Models leadership and accountability

An essential workshop for each new employee is to participate in “Understanding the Employee Success Factors.” This workshop is scheduled on an ongoing basis.

At the beginning of your employment, HR will provide you with information on the following:

  • Benefits/Pension
  • Payroll
  • Leave Reporting
  • Training Opportunities

The manager and supervisor/sergeant (or assigned coach officer) will orient you with your department, campus and co-workers. Our university intranet (connect.wlu.ca) is an excellent resource for processes and services available on campus.

Your career advancement is driven by your personal performance and development plan and is supported by university’s commitment to grow and develop its employees through career planning, coaching and professional development opportunities.

Recruitment and Selection

All special constable positions will be posted externally. The university encourages internal promotions and effort will be made to recruit internally for all supervisor positions; however, in order to maximize recruiting efforts, this position will be posted internally/externally at the same time. Eligible applicants who meet the minimum requirements will be considered for the position.

Probationary Period

Special constables and supervisors/sergeants hired externally will be required to serve a one year probationary period and successful completion of the probationary period is dependent on being accepted as a special constable. If promoted to a supervisor/sergeant position internally, a six month probationary period is required and a formal performance appraisal will be conducted at the end of the probationary period. Progress and performance will be regularly reviewed.

If the special constables’ progress and performance is deemed to have been unsatisfactory or an additional assessment period is required, the probationary period may be extended or employment discontinued.

Communication operator and security guards will be initially hired with a six month probationary period. Similarly to the process and performance is deemed to have been unsatisfactory or an additional assessment period is required, the probationary period may be extended or employment discontinued.

Employment Equity

The university agrees to remain committed to providing a workplace environment that is free from discrimination in accordance with university policy 8.4. The preamble reads:

In Ontario, it is public policy, supported by law, to recognize the dignity and worth of every person, and to provide for equal rights and opportunities without discrimination.

Policy

  1. The university is committed to provide equal employment opportunity to all individuals including any groups designated by federal or provincial legislation; it is committed to providing a workplace free from discrimination. The university therefore adopts, for purposes of this policy, Section 5(1) of the Ontario Human Rights Code (1981), and any amendments thereto. This provision provides that "every person has a right to equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offenses, marital status, same sex partnership status, family status or disability."
  2. The university is committed to promote employment equity within the university community, and to eliminate any barriers that reduce or prevent employment equity.
  3. The provisions of this policy are expressly subject to any agreements with unions or employee associations to which the university is a party.

Harrassment/Discrimination

Harassment is defined in Ontario’s laws as "engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome.” Generally, these comments or conduct must be related to one of the prohibited grounds such as race, sex, colour, ancestry, place of origin, ethnic origin, marital status, same sex partner status, sexual orientation, age, disability, citizenship, family status or religion.

It is expected that all employees will act in accordance with university policy 6.1

Employees are encouraged to contact the senior advisor, Dispute Resolution and Support with any concerns.

Respectful Workplace

Laurier is committed to the maintenance of a civil workplace. Promoting civility and respect and early intervention will reduce the risk of incivility, including workplace harassment and violence. Whenever conflicts arise, Laurier employees are encouraged to deal directly with the other person(s) who are involved to respectfully engage in dialogue to achieve resolution.

Laurier has established resources and a process to facilitate achieving a respectful workplace to foster clear communication and candor, facilitate respectful interactions and yield solutions of mutual agreement.

The Employee Issue Resolution Process can be found on the Employee Groups and Resources pageNote: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Employment Accommodation Policy

It is expected that all employees will act in accordance with university policy 8.7

Laurier is committed to providing equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, citizenship, creed, sex, sexual orientation, age, record of offence(s), marital status, family status, disability, colour or ethnic origin as described by the Ontario Human Rights Code.

The university has both a legal and moral obligation to accommodate the needs of its employees so that barriers to equal participation are eliminated wherever possible.

Environmental/Occupational Health and Safety

The university is committed to the occupational health and safety of employees and in providing a safe work environment at all times. This commitment encompasses striving to identify and minimize workplace hazards and the prevention of work-related injuries and illnesses, including ergonomic related injuries. The university will operate and the employees shall work in compliance with the Ontario Occupational Health and Safety Act (OHSA), Environmental Protection Act, their regulations, and any applicable municipal, provincial and/or federal legislation. The university and the employees shall make every reasonable effort to prevent personal injury, and to maintain safe working conditions. The university will make every effort to ensure that all employees comply with the legislation and with the occupational health and safety practices, procedures and policies established by the university.

SHERM

Safety, Health, Environment and Risk Management (SHERM) is mandated to support the university's strategic goals, innovation and excellence. This is achieved by integrating health, safety and environment into the university's culture and by guiding the community in achieving due diligence. SHERMs primary role is to develop, promote and implement best practices in loss prevention, mitigation and operational risk management; manage the university's overall health and safety program with the goal of preventing occupational injuries and illness; and develop and implement programs and procedures to meet all of the requirements, duties, and standards set by the OHSA and the Regulations for Industrial Establishments, the Environmental Protection Act and all other applicable Federal and Provincial legislation.

Please see SHERM's web page for more information and to view the university’s health and safety policy.

Workplace Violence

Harassment and/or violence will not be tolerated, accepted or condoned by Wilfrid Laurier University. No person shall engage in violent conduct or make threats of violence, implied or direct, on university property or in connection with the university business or workplace. To establish this commitment, Laurier has implemented a Workplace Violence Prevention Policy (Policy 7.18) and program.

Joint Health and Safety Committee

To assist in this process, the Joint Health and Safety Committee (JHSC) will function as mandated in the OHSA. With the assistance of the director of SHERM, the JHSC will help to stimulate awareness of safety issues, recognize workplace hazards, and make recommendations to deal with these hazards.

Training

The university will provide safety training to employees and the employees will participate in such training. Training deemed necessary by the director of SHERM will be made available to all employees.

Personal Protective Equipment

The university agrees to provide protective equipment and clothing when required by the OHSA and/or university policies, and to ensure that safety equipment, materials and protective devices are maintained in good condition.

Safe Operation of Equipment

Managers, in consultation with SHERM will identify equipment that represents a level of hazard sufficient to warrant formal operating information and instructions. Any employee who is required to operate such equipment will receive information and instruction by the university to ensure the health and safety of the employee and the safe operation of the equipment.

First Aid Regulation

The Workplace Safety and Insurance Act (R.R.O. 1990, Reg. 1101) requires that the workplace contain first aid stations and that the workplace have workers certified in first aid to provide treatment when needed. The university will provide training to at least the number of employees required by the regulations, and will offer training as resources permit to additional employees. Employees who attend first aid training will be provided with time off with full compensation and benefits. A list of qualified first aid personnel will be maintained at the SHERM website.

Ergonomics

All employees must have a comfortable and safe work environment that does not adversely affect their health.

If an employee has concerns about the ergonomics of their workstation, a request for an ergonomic assessment for their station will be made in writing to the employee's immediate manager. This request will not be unreasonably denied.

The employee's manager will forward an authorized written request for the ergonomic assessment to SHERM. Requests will be directed a member of the Ergonomics Assessment Group (EAG) to conduct the assessment within one month of the receipt of the written request. Recommendations will be provided in writing to the employee and the employee's immediate manager. Follow-up assessments by the EAG will occur as needed.

Accident/Incident Reporting

A workplace accident is a disablement that arises out of and in the course of employment. To reduce the overall negative impact of an accident, circumstances must be carefully investigated to gain information that will enable the prevention of other undesirable events. Therefore all accidents involving Laurier staff, faculty, students, visitors and contractors must be reported to SHERM by completing an Accident/Incident Report. Employee accidents resulting in a visit to a health care professional must be received by SHERM within 24 hours of the accident.

Fire Alarm Procedures and Fire Safety Plans

Employees must follow the approved fire alarm procedures in the event of a fire or fire alarm. Fire alarm procedures are posted at all emergency pull stations and in every class room on campus. In addition, it is the responsibility of every employee to be familiar with the fire safety plan and designated safe area for the building’s they work in. In the event that you are unable to follow the approved fire alarm procedures due to a disability, please contact the AODA officer at accessibility@wlu.ca to have an individualized evacuation plan created.

Mandatory Training

Special constables, in light of their powers, duties and responsibilities, are required to meet specific training standards as identified in the agreement between the local Municipal Police Service and the university for continued employment. In addition, the director may grant other training opportunities for professional development.

In order for newly appointed special constable(s) to gain special constable status, they must participate in two courses: Special Constable Course offered through Waterloo Region Police Service (or OPP as permitted) and Advanced University Special Constable training. The university will incur the costs associated with fees, lodging and mileage. In return, it is expected that new special constable(s) will remain committed to the university by maintaining the employment relationship for a reasonable time period. Therefore, each new special constable(s) must agree in writing to repay Laurier on a prorated basis, the costs incurred for training, lodging and mileage if they chooses to terminate from the position within 36 months of accepting an offer of continuing employment. Available funds will be deducted from the special constable’s last pay.

Talent and Organizational Development

Recognizing the value of continuous improvement and investment in skill development, Talent and Organizational Development (T&OD) collaborates with Laurier leaders to facilitate the process of building capacity and delivering solutions to enhance individual and organizational effectiveness.

Members of the T&OD team are available to consult with managers on topics relating to individual employee/team development, group needs assessments and the design of interventions to enhance team cohesion and performance.

Employees are encouraged to attend T&OD workshops and learning events offered in-house through the learning calendar in consultation with their manager/supervisor. A learning plan template is available and strongly recommended to be completed when determining what learning opportunities are most appropriate.

Employees, who participate in seminars, conferences, conventions, and workshops at the request of the university, and in consultation with their manager/supervisor, will do so without loss of compensation or benefits. Registration fees will be paid by the university, and employees incurring travel expenses will be reimbursed in accordance with the university's Travel Expense Policy.

For more information, please refer to the Employee Development and Recognition pageNote: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Hours of Work and Overtime

The regular hours of work for Special Constable Service staff are subject to periodic review and revision.

Hours of work for special constables are based on 2,184 hours. Given the nature of the work and required availability (24 hours per day seven days per week), the schedule includes a one hour paid lunch and two 15-minute paid break periods.

The scheduling of special constables requires there be two constables, when possible, on duty at all times after 7 p.m., for the safety and security of employees. If one is absent for the night shift, another employee will be called in to cover.

Hours of work for security guards are based on 1,820 hours or 35 hours per week, seven hours per day with a one hour unpaid lunch.

Local Municipal Police or another security agency can be called in for paid duty during staff shortages at the manager’s discretion.

Overtime

For full-time employees, any hour(s) of work that is beyond regularly scheduled hours during a shift period are considered overtime. Overtime is calculated based on the rate associated with the beginning of the shift worked.

Double-time (2x) will be paid for overtime worked on any shift that begins on a Sunday.

One and one half times (1.5x) will be paid for overtime worked on any shift that begins Monday through Saturday.

Premium Rates

Given the essential service nature of the Special Constable Service function, there are circumstances which necessitate pay at a premium rate.

Supervisors and special constables are paid a night shift premium of $0.96 per hour for hours worked after 7 p.m. and before 7 a.m. Supervisors and special constables are paid a Sunday shift premium of $0.90 per hour for all hours worked on a Sunday. The following will result in a premium rate of 1.5 times the regular rate for full-time employees and for hours worked:

  • When called in to work for overtime on Monday to Saturday.
  • When required to participate in mandatory certification/recertification training on scheduled days off (i.e. Use of Force and CPR training).
  • When working beyond regularly scheduled hours for volunteer sign-up events (i.e. pub duty, stadium events, student orientation, etc.).
  • For court appearances which fall on a scheduled day off.

The following will result in a premium rate of two times regular rate for hours worked:

  • On university paid holidays (when the university observes a statutory holiday on a day other than the actual statutory holiday, special constables receive the premium rate for the actual statutory holiday).
  • University designated "floater" days.
  • When called in to work overtime on a Sunday.

The following will result in a premium rate of 2.5 times regular rate for hours worked:

  • Employees not scheduled to work on a statutory holiday and are called in for overtime will receive for overtime pay plus holiday pay.

Breaks

Employees are allowed one 15-minute rest period for each three hours worked, at times arranged with their immediate manager.

Work performed during rest periods will not be considered as work in excess of an employee's normally scheduled work hours and therefore will not be eligible for overtime compensation. These rest periods cannot be accumulated or banked and taken as paid time off except as provided for elsewhere in this agreement.

Inclement Weather

Consistent with university policy 7.6, Severe Weather/Storm Closing, when the university is officially closed due to an emergency or weather conditions, Special Constable Service is expected to report to work given that it is designated as an essential service. Special constables scheduled to work on this day will be paid at 2x your regular rate for hours worked.

Special constables not scheduled to work and are called in as overtime will receive 2.5x their hourly rate for all hours worked.

Paid Duty

Special Constables who elect to take paid duty assignments will receive pay as per the terms of the specific assignment.

Flexible Work Arrangements

When possible, the university will attempt to accommodate flexible work arrangements recognizing that circumstances and conditions frequently change which might best be addressed by a revision in work schedule.

Flexible work arrangements may take the form of one of the following:

  • Shorter work year
  • Shorter work week
  • Shorter work day
  • Compressed workweek
  • Job sharing

In order to maintain your existing benefit entitlements, the reduction in hours cannot result in part-time employment status.

Leaves

Medical and Dental Appointments

Every attempt should be made to arrange appointments outside of working hours. The university realizes that, in certain situations, it might be impossible to do so. If an employee is unable to make appointments outside of normal working hours, such time is to be deducted from accumulated sick leave credits to the nearest one-half hour.

Sick Leave

The university recognizes that employees may need to be absent due to illness, disability or injury and therefore provides sick leave benefits to provide income protection during such absences.

Sick leave means the period of time an employee is unable to work due to illness, disability or injury for which the employee is not receiving Workers’ Safety and Insurance Board (WSIB) benefits or any other compensation for loss of earnings.

Full-time employees are automatically credited with 20 sick days after their first day of employment. In addition, sick leave credits will accumulate on the basis of one and one half days for each month in which work is actually performed (one day per month for part-time), to a maximum of 105 working days, inclusive of the above automatic accumulations.

Employees are eligible to use their sick leave to a maximum of three days per year when prevented from attending work because of the illness of a child, spouse, parent, brother or sister who is dependent on the employee for health care. When an absence exceeds five consecutive work days, the employee will be notified by HR and will be required to have their physician complete and submit a Medical Certificate of Disability verifying the illness or injury, in accordance with the Sick Leave and Disability Management Policy.

Where there are frequent absences of a shorter duration, patterns of absences and/or absences suspect in nature, an employee may be required to have their physician complete and submit a Frequent/Pattern Absences Referral Form verifying the illness or injury, in accordance with the Sick Leave and Disability Management Policy.

The university will reimburse the employee up to $50 for the cost of the Medical Certificate of Disability or the Frequent/Patterned Absences Referral Form of another amount as determined by the university.

If an employee incurs a certifiable illness, that would prohibit them from working during a vacation period, the university, with the appropriate medical documentation, may record it as sick leave and reinstate the corresponding vacation credits.

Sick Leave Benefits

Short Term

During the first 120 consecutive days of absence due to the employee being unable to perform their job due to illness, disability, injury or recuperation, salary payments will continue as follows:

a. 100% of the regular salary in effect at the time of absence for the period equal to the number of sick credits accumulated at the time of absence

b. 66 2/3% of the regular salary in effect at the time of absence for the period of absence where no sick credits are available and for absences greater than five consecutive days subject to the completion of a Medical Certificate of Disability acceptable to the university in accordance with the Sick Leave and Disability Management Policy supporting an ongoing condition requiring a long-term absence from work.

If an absence is due to the same illness or injury within 30 days of returning from the original absence, it will be classified as a continuation of the same absence and only the balance of the unused portion will apply.

The university will reimburse the employee up to $50 per certificate, or another amount as determined by the university.

Please refer to the Sick Leave and Disability Management Program Policy for further details.

Vacation and sick leave credits will not accumulate during sick leaves of more than 30 days.

Long Term

Should the absence extend beyond 120 consecutive calendar days, those employees enrolled in the university's long-term disability benefit plan will apply for benefits under that plan.

If the application for benefits is approved and the employee is receiving payments under the long-term disability plan (LTD), the university will be responsible for normal pension contributions, including the employee portion. Basic life, optional life and accidental death and dismemberment and disability insurance premiums will be waived. Other benefit coverage and premium payments will not change. The above pension and benefits are in effect as long as the individual remains an employee*. LTD benefits continue in accordance with the LTD plan.

Employees not insured under the long-term disability plan may make application for employment insurance sick leave benefits. Employees not in receipt of LTD benefits will be considered to be on an unpaid leave of absence. Benefit and pension continuation will be determined as outlined below under the Leave of Absence section.

Vacation and sick leave credits will not accumulate while an employee is on long-term disability leave.

Should the absence extend beyond 120 consecutive days, employees not enrolled in the university's long-term disability benefit plan may make an application for Employment Insurance benefits and will be considered to be on an unpaid leave of absence

*Employment will normally be terminated after a minimum of 24 months absence and a medical prognosis indicating return to work is not imminent. Employees who continue to be in receipt of LTD benefits past this 24-month period will continue to be eligible to participate in the Extended Health Care plan to a maximum of $30,000 per calendar year, the Dental Care plan and the university will continue to be responsible for making employer and employee pension contributions.

Leave Without Compensation

The university recognizes that employees may, on occasion, desire, or need, to take a temporary, unpaid leave of absence from their regular duties for various personal reasons.

Leaves may not exceed one year and are subject to written approval from the employee’s supervisor.

Vacation and sick leave credits will not accumulate during leaves of more than 30 days.

If the leave is for 30 calendar days or fewer, benefit coverage and premium payments will not change. If the leave is for more than 30 calendar days, the employee will be required to make both the employee and the university’s contributions toward the cost of the available benefits that the employee wishes to continue during the leave. The university will continue to make employer contributions to the Pension Plan unless the employee has advised the university that they do not wish to continue to make the employee contributions.

To apply, the employee must submit a written request to their manager at least three months in advance of the starting date of the leave. This request should outline the start date, end date and purpose of the request for a leave. A copy should be submitted to HR.

The employee’s manager should respond in writing within two weeks and specify whether the leave has been granted or denied with a copy to HR. Approval of such a leave is at the discretion of the manager and should take into account various factors, including the merits of the case, whether the position can be adequately filled in your absence and the effect on the department.

If the leave is granted, a forwarding address for correspondence should be relayed to the manager and HR for future reference. At least four weeks written notice should be given if the employee plans to request an extension, return early or not return at all.

Personal Leave

Special leave days may be granted in the event of uncontrollable circumstances and for personal commitments that cannot be attended to outside of working hours.

Special leaves of up to three days per fiscal year may be granted without loss of regular pay for continuing and recurring employees.

Examples of such circumstances are:

  • Illness in the immediate family.
  • Relocation of a household.
  • Preparation for and writing exams.
  • Legal appointments.
  • Major property damage caused by fire or some other personal disaster.
  • Additional Bereavement Leave as required.
  • Religious/spiritual observation.

Special leave days must be recorded on the bi-weekly absence report and should be approved in advance with the employee’s manager, whenever possible. Requests should include the date, amount of time required, and the reason for the leave.

Bereavement Leave

In the event of a death in an employee’s immediate family, (defined as spouse, common-law spouse, same-sex partner, son, daughter, children of common-law spouse, step-children, ward, brother, sister, parent), the employee will be granted a leave of absence to make funeral arrangements and to attend the funeral. The employees will receive regular pay for the time lost, up to a maximum of five consecutive working days. For a non-immediate family member (defined as mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandchild, grandmother and grandfather, grandparent of spouse) payment will not exceed three days. A leave of absence of one day with pay may be granted if the employee is unable to attend the funeral of a member of the immediate family because of distance but require the day to make funeral arrangements and/or to attend a local service. If extensive travel is required to attend the funeral of a family member, an additional leave with full compensation and benefits to a maximum of two days may be granted.

Where bereavement leave occurs during an employee’s vacation period, the employee may substitute bereavement leave for the period in question provided that the employee contacts their immediate manager during the vacation period and provides evidence satisfactory to the manager. The employee would then be eligible to schedule the unused portion of their vacation at a later date.

The above is intended as a guideline. Managers may exercise flexibility as they see fit.

Pregnancy/Parental/Adoption Leave

All employees, who are pregnant and who have been employed by the university for at least 13 weeks prior to the estimated date of birth will be entitled to a pregnancy leave for a maximum of 17 weeks. Pregnancy leave can start any time during the 17 weeks before the baby is due, however, you can only start collecting maternity benefits either up to eight weeks before she is expected to give birth or at the week she gives birth. Pregnancy leave must be taken as one continuous period.

All employees, who have been employed by the university for at least 13 weeks prior to the birth of a child or before a child comes into the parent’s custody for the first time, will be entitled to a parental/adoption leave of up to 35 weeks.

An employee who takes pregnancy leave must begin their parental leave as soon as their pregnancy leave ends. Employees who take pregnancy leave are entitled to take up to 35 weeks of parental leave. All other new parents are entitled to take up to 37 weeks of parental/adoption leave. The leave must begin no later than 52 weeks after the birth of the child or the date the child first came into the employee’s custody, care and control.

Employees may decide to take a shorter leave if they wish. However, once an employee has started parental leave, they must take it all at one time.

An employee must give the university at least two weeks written notice before beginning a pregnancy and/or parental/adoption leave. After the leave has started, the employee must give written notice at least four weeks before the date any change in plans will occur. This notice should indicate the start date of the leave and the return to work date.

Benefit Continuation During Pregnancy/Parental/Adoption Leave

During pregnancy and/or parental/adoption leave the university will continue the employee’s benefits coverage, unless the plan is contributory and the employee has elected to discontinue contributions. The university will also continue to make employer contributions to pension plan unless the employee has advised in writing that they do not wish to continue to make their contributions. Human Resources will provide employees with payment options prior to their leave.

Vacation credits and sick leave credit will continue to accrue while an employee is on pregnancy and/or parental/adoption leave.

Supplementary Employment Benefits for Pregnancy and Parental/Adoption Leave

During pregnancy and parental/adoption leaves eligible continuing or recurring employees may be entitled to a supplementary employment benefit. A supplementary employment benefit is an additional payment made by the university to an eligible employee to supplement the pregnancy and parental benefits provided by the government. Eligible employees shall receive the supplementary employment benefits as follows:

Pregnancy Leave

During the period of pregnancy leave, an employee is entitled to 100% of her full Reference Salary for the first two weeks and the amount equal to the difference between the Employment Insurance benefits received and 95% of her full reference salary for a maximum of 15 additional weeks.

Parental/Adoption Leave

During the period of parental/adoption leave, employees shall be entitled to the supplementary benefit as follows:

Employees who have received supplementary benefits for pregnancy leave and who have been employed by the university for at least 12 months immediately preceding the birth of a child shall receive an amount equal to the difference between the Employment Insurance benefits received and 95% of their reference salary for up to 12 weeks.

Employees who have not received supplementary benefits for a pregnancy leave will be eligible to receive 100% of their full reference salary for the first two weeks of parental leave and an amount equal to the difference between the Employment Insurance benefits received and 95% of his/her reference salary for the next 10 weeks of parental leave.

Payment of Supplementary Benefits

To receive the supplementary benefit, eligible employees must supply the university with proof of application to the Canada Employment Insurance Commission (CEIC).

Failure to provide HR with the CEIC statement within a reasonable timeframe after the commencement of the leave and the receipt of the CEIC statement may result in the delay or cessation of the supplementary benefit payment.

An employee who fails to return to work for a minimum period of six months or on a reduced workload for an equal number of hours, pro-rated over a longer period of time not to exceed 12 months following the expiration of the pregnancy and/or parental/adoption leave, may be required to repay the supplementary benefit they have received, except when the employee has provided satisfactory evidence of illness of the employee or child or when the employee is laid off.

Post-Natal Leave

At the request of a parent who does not take pregnancy leave, the university will grant up to five days of paid leave within four weeks of the delivery date, provided that the employee has been employed by the university for at least 13 weeks immediately preceding the day of delivery. This request must be given to the employee’s manager at least two weeks prior to the commencement of the leave.

Extended Parental Leave

An Extended Parental Leave without compensation, up to a maximum of 52 weeks, may be given to an Employee who has been employed by the university for at least 14 months immediately preceding the commencement of a Parental Leave. Extended Leave will commence immediately upon the completion of a Parental Leave. The employee will give a written request to their immediate manager at least three months prior to the commencement of the Extended Parental Leave.

During an Extended Parental Leave the employee will be required to make both the employee and the university contributions toward the cost of the available benefits that the employee wishes to continue and will advise the university in writing of their intentions to do so. The university will continue to make employer contributions to the Pension Plan unless the employee has advised the university in writing that they do not wish to continue to make the employee contributions.

Vacation and sick leave credits will not accumulate during an extended parental leave.

Court Duty Leave

A leave of absence will be granted to an employee who is called for jury duty or subpoenaed as a witness in a court proceeding that is not related to their employment. The university will pay the difference between the employee's normal earnings and the payment received for jury service or duty as a court witness, excluding payment for travel, meals, or other expenses. Such payment by the university is contingent on satisfactory proof of attendance in court.

Military Leave

An employee is entitled to a leave of absence without compensation if the employee is a reservist and will not be performing the duties of their position:

a. the employee is deployed to a Canadian forces operation outside Canada; or

b. the employee is deployed to a Canadian forces operation inside Canada that is or will be providing assistance in dealing with an emergency or with its aftermath; or

c. on military training for a maximum of two weeks training per year.

Upon return to work, an employee who is a reservist and who was deployed to a Canadian Forces operation outside the country or to an operation inside Canada that provided assistance in dealing with an emergency, will resume their former position, provided that it still exists, with the full salary and benefits. If their former position no longer exists, Position Redundancy will apply.

Employees must provide notice in writing to their immediate supervisor before beginning and ending a Military Reservist Leave.

For the first 30 calendar days of the leave, benefits coverage and premium payments by the employee and the university will not change. After the first 30 days, the university will no longer contribute towards university benefits, but will permit and facilitate continuance of the available coverage if desired and the employee will pay the applicable premiums.

Citizenship Leave

Employees becoming a Canadian citizens will be entitled to a full day with no loss of compensation and benefits in order to attend the citizenship proceedings.

Election Leave

In federal elections, employees are entitled to a period of four consecutive hours for the purpose of voting during polling hours on election day. In provincial and municipal elections, the entitlement is three consecutive hours.

Compassionate Leave

Employees caring for terminally ill family members under the terms of the Employment Insurance Act and apply and are approved for EI benefits, are eligible for a supplementary employment benefit as follows:

a. 100% of your reference salary for two weeks, and

b. For up to an additional six weeks, an amount equal to the difference between the Employment Insurance benefits received and 95% of their reference salary

To receive this supplementary benefit, employees must supply the university must be supplied with proof of application to the Canada Employment Insurance Commission.

During a compassionate leave, the university will continue the employee’s benefits coverage, unless the plan is contributory and the employee has elected to discontinue contributions. The university will also continue to make employer contributions to pension plan unless the employee has advised in writing that they do not wish to continue to make their contributions. HR will provide employees with payment options prior to their leave.

Professional Leave/Education Leave

A professional leave may be granted for either enhancement of experience and/or knowledge, or acquisition of new skills.

An education leave may be granted for the completion of either a college or university education.

Employee’s having five or more years of service with the university are eligible to apply for a professional development leave or education leave for a period not to exceed six months or two years, respectively. Throughout this approved leave period, the employee will receive a percentage of their salary which will depend on the type of leave granted by the university.

A request, in writing, to their immediate manager is required for a professional development or education advancement leave. The request must set out the objectives for the leave, the start date, the proposed length of absence, and the expected benefits to both the employee and the university. Application must be made three months prior to the commencement of the leave.

Employees will be notified of the granting, denial or deferral of a professional leave or education advancement leave within two months of making the application.

Throughout the leave period, the employee will receive a percentage of their salary, as outlined below. This payment will be made on the regular pay cycle.

a. For Professional Development Leaves which will directly enhance affect employee performance or competence in their existing position, as outlined in the proposal submitted, the employee will receive 75% of their reference salary.

b. For Education Leaves which will provide you a formal postsecondary education opportunity and will lead to a degree or diploma, the employee will receive 25% of their reference salary during the approved leave.

For the first 30 calendar days, the benefit coverage and premium payments by the university and the employee will not change. After the first 30 calendar days, the employee will be required to make both the employee and the university’s contributions toward the cost of the available benefits that the employee wishes to continue during the leave. The university will continue to make employer contributions to the Pension Plan unless the employee has advised the university that they do not wish to continue to make the employee contributions.

While on leave, benefit levels will be based on the employee’s reference salary in the year prior to the leave. The continuation and coverage under the Long Term Disability Plan shall be based on the employee’s actual salary.

Vacation accrual and sick leave credits will not accrue during the leave period.

An employee who wishes to return from their leave prior to the original date of return will notify their manager in writing at least four weeks in advance, giving that revised date of return.

Upon completion of the leave, employees must return to their position for a minimum of one year or, failing this, they will be required to reimburse the university for any salary received during the leave.

Upon return to work from leave, the employee will resume your former position, provided that it still exists, with full salary and benefits. If the position no longer exists, the employee will follow the position redundancy process.

Holidays and Vacation Entitlement

Paid Holidays

The university recognizes the following as paid holidays:

  • New Year's Day
  • Family Day
  • Good Friday
  • Victoria Day
  • Canada Day
  • Civic Holiday
  • Labour Day
  • Thanksgiving Day
  • Christmas Day
  • Boxing Day
  • New Year's Eve Day

Floating Days

Each year there will also be three floating days which will be designated by the university annually and which normally fall within the holiday break.

See the hours of work section for information about public holiday/floater day entitlement.

Vacation Entitlement

An employee’s vacation year begins with the first day of service with the university without a break in service. Entitlement is outlined below. Both employees and their manager should make every attempt to ensure that all vacation days are taken within the appropriate vacation year. The positive effects of being refreshed and rested can reduce the possible tension and stress that can arise from extended periods of hard work with no break.

The vacation year begins on the employee’s start date and is accumulated monthly as per below, depending on the type of position. For purposes of vacation entitlement, years of service are calculated from the date of commencement of uninterrupted employment with the university.

Annual vacation entitlement will be prorated if the employee works less than 35 hours per week and where periods of absence occur for which vacation credit does not accrue. If an employee leaves Laurier and returns to full-time employment within one year of the date of termination, they will be credited with previous service for purposes of vacation entitlement, commencing with the second vacation year following re-employment.

The university will avoid, through careful planning of work schedules, the necessity for employees to work overtime. However, it is understood that occasions may arise that require a reasonable amount of overtime for the efficient operation of the university. Management will endeavour to provide employees with reasonable notice of the need to work overtime. While overtime is voluntary, employees are expected to cooperate.

It is required that all special constable service staff be available during the periods of September, Halloween, St. Patrick's Day and Homecoming. Vacation will not be approved during these periods of time to ensure adequate staff is available for these high volume periods.

Vacation Entitlement
Years Completed ServiceEntitlement
Less than one year 12 hours for each month of service to a maximum of 144 days.
One year to fewer than six years 144 hours.
Six years to fewer than 15 years 192 hours.
15 years to fewer than 25 years 240 hours.
25 years and more 288 hours.

*Part-time eligibility will be prorated.

Vacation Accrual While on Leave

Vacation credits will accrue while an employee is on maternity, parental leave (excludes extended parental leave), sick leave of less than 30 calendar days and any approved leave of absence of less than 30 calendar days in duration. 

Vacation Prior to Accrual

Vacation may be taken prior to accrual, up to the employee's annual entitlement, with management approval within the first year of employment. If an employee’s active employment ceases, they will be required to reimburse any monies owing as a result of this.

Vacation Carry-Over

Employees may carry over unused vacation into the next vacation period as follows:

Vacation Carry-Over
Years Completed ServiceAllowable Carry-Over
One 12 days.
Five 15 days.
14 20 days.
24 25 days.

In exceptional circumstances, or as otherwise provided in the handbook, managers may approve carry-over days that exceed these limits.

Any unused vacation entitlement additional to the guidelines above shall be scheduled by the manager and used within the first 10 months of the next vacation year.

Scheduling of Vacation

Each supervisor is responsible for coordinating the vacation time for their team. Requests for vacation time during the summer months (June to September) should be submitted in writing by May 1 of each year. The manager will have final approval of vacation scheduling. If there are any conflicts that cannot be resolved, length of service will be the determining factor. 

Discontinuing and Retiring Employees

If an employee discontinues employment with the university, the university will pay the cash equivalent for unused vacation accrual at time of termination. No vacation may be taken after notice of resignation has been given, unless approved by the manager.

Employees are expected to use all accrued vacation prior to the retirement date.

Benefits

For full-time employees, in continuing appointments, or limited term appointments greater than 12 months in duration, the university provides the following benefit plan:

  • Extended Health Care Plan;
  • Dental Care Plan;
  • Basic Group Life Insurance Plan;
  • Long-Term Disability Plan (employee paid premiums)*;
  • Optional Group Life Insurance Plan (employee paid premiums)*;
  • Optional Accidental Death, and Dismemberment(employee paid premiums)*;
  • Employee Assistance Program (EAP)

*Premiums for these options are subject to change by the carrier.

Employees hired on a limited term appointment, less than 12 months in duration, are eligible to receive:

  • Extended Health Care Plan;
  • Dental Care Plan;
  • Employee Assistance Program (EAP)

Part-time staff scheduled to work between 910 and 1,249 hours in a year will receive full coverage (employer paid premium) for their choice of either Extended Health Care or Dental Care, and have the option of purchasing membership in the other plan.

Employees scheduled to work fewer than 910 hours per year will receive an amount equal to 4% of their salary in lieu of benefits.

A comprehensive description of these plans and associated cost-sharing arrangements can be viewed in the staff benefits booklet found on the Benefits and Well-Being page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

If employees have questions concerning claims or if they need assistance, they should contact the compensation and benefits analyst at x4504 or email hr@wlu.ca

Pension

The Plan is a Money purchase (also referred to as Defined Contribution) plan with a Minimum Guaranteed Pension level (also referred to as a Defined Benefit). This two-part or “hybrid” plan design provides you with a better benefit than a more traditional plan, because it enables you to reap the rewards of the plan’s investment performance, while having the security of a minimum guaranteed benefit. Your Money Purchase plan is an individual savings account into which your contributions, together with the matching contributions made by the university during the period of your employment with the university, have been deposited. These funds are invested on your behalf and your account is credited with the interest income on an annual basis.

Full-time employees are eligible to become Members of the Wilfrid Laurier University Plan on the first day of the month coincident with or following their first day of employment with the university.

Part-time employees are eligible to become Members of the Wilfrid Laurier University Plan following two consecutive calendar years of continuous employment in which they have either earnings greater than 35% of the Canada Pension Plan Yearly Maximum Pensionable Earning, or have worked 700 hours of work in each of the two years. Enrollment must begin on the first of a month.

Employees who are Members of the pension plan are required to contribute, by regular payroll deduction, an amount equal to 8% of, and 10% of the employee’s Reference Salary above the Year’s Maximum Pensionable Earning (YMPE). The university will contribute an amount equal to 7% of the employee’s Reference Salary.

For further information on the WLU Pension Plan, please refer to the Pension and Retirement Services page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Tuition Waiver Program

Detailed information on the Tuition Waiver Program can be found on the Benefits and Well-Being page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca

In the interest of encouraging employees to participate in personal and professional development, the university provides a tuition waiver for those who wish to upgrade their academic qualifications by attending credit courses at Laurier's Waterloo campus, Brantford campus, Kitchener location or the Waterloo Lutheran Seminary. Courses taken that are for interest and are not work related are considered a taxable benefit.

Full-time employees with continuing status who have successfully completed their probation period, or an employee who has retired from the university, are eligible to receive a one-hundred percent (100%) waiver of the domestic academic tuition fees (or equivalent) for undergraduate and graduate courses taken at Wilfrid Laurier University and at the Waterloo Lutheran Seminary, with the exception of the MBA program offered at the Toronto campus, and any executive style graduate degree program. This waiver is restricted to three full courses or six half courses in each 12 month period, commencing May 1 each year. Employees will be responsible for the cost of private instruction, course material, books, registration and examination fees, exemption fees, and other incidental fees.

Full-time employees with a Limited-Term appointment of one year or more, with an anticipated end date that is after the final add date for the applicable academic term in which the appointment ends, and who have completed their probationary period, are eligible to receive a one-hundred percent (100%) waiver of the domestic academic tuition fees (or equivalent) for undergraduate and graduate courses taken at Laurier and at the Waterloo Lutheran Seminary, with the exception of the MBA program offered at the Toronto campus, and any executive style graduate degree program. This waiver is restricted to three full courses or six half courses in each 12 month period, commencing May 1 each year. Members will be responsible for the cost of private instruction, course material, books, registration and examination fees, exemption fees, and other incidental fees.

Should the university end the employee’s appointment prior to the anticipated end date, and the employee has registered for courses in the academic term in which the appointment ends, the employee shall be eligible for the tuition waiver.

Part-time employees with a continuing status who have regularly scheduled work hours total 910–1,249 per year, and who have completed their probationary period, will receive a 50% reduction of domestic academic tuition fees, with the same provisions as described above. Also, during any particular fiscal year employees are eligible to receive a 100% waiver of the academic tuition fees for one course offered in the evening for which they register as a part-time student.

Part-time employees who have a Limited-Term appointment of one year or more, with an anticipated end date that is after the final add date for the applicable academic term in which the appointment ends, and whose regularly scheduled work hours total 910–1,249 per year are eligible to receive a 50% waiver of the domestic academic tuition fees (or equivalent). In addition, for this group, the university will provide the following option, which may be selected at the discretion of the employee in any particular fiscal year during the term of this contract. Under this option, the employee would be eligible to receive a 100% waiver of the academic tuition fees for any undergraduate course, offered in the evening for which they register as a part-time student.

Should the university end the employee’s appointment prior to the anticipated end date, and the employee has registered for courses in the academic term in which the appointment ends, the employee shall be eligible for the tuition waiver.

Eligibility is determined at the beginning of the academic term, and no partial waivers will be made. Employees will be responsible for all non-tuition fees, including registration and examination fees, incidental and ancillary fees, and for any course materials.

The university will reimburse employees for 100% of the applicable tuition costs for the successful completion of a work-related course at a college or university other than Laurier, when the course is not available at Laurier. To receive the benefit, the course must be approved by the appropriate vice-president or president. For further details on the Tuition Reimbursement Policy, please see university policy 8.8, Tuition Reimbursement Policy.

Generally, courses will be taken outside of normal working hours. However, with the approval of an employee’s manager, work-related courses may be taken during regular working hours, provided that comparable time is made up within a reasonable period.

Courses taken at any Laurier campus are subject to the usual registration and enrolment procedures. Employees must indicate that they are employees of the university on all forms. The Business Office will automatically waive the academic tuition fees.

If an employee retires or is currently receiving Long Term Disability Benefits, they continue to be entitled to this tuition benefit as outlined above.

Spousal/Dependent Tuition Benefits

An eligible full-time employee’s dependent children or spouse are eligible to receive 100% waiver of domestic tuition fees for undergraduate and graduate courses offered at Wilfrid Laurier University main campus, Brantford campus, Kitchener campus or Waterloo Lutheran Seminary. Tuition fee waivers for international students shall be limited to the value of the domestic fees for the equivalent program.

An eligible part-time employee’s dependent children or spouse (as defined above) are eligible to receive a 35% waiver of the domestic tuition fees for up to four half-credit undergraduate courses in each year starting May 1 for courses offered at the Laurier's Waterloo campus, Brantford campus, Kitchener location or Waterloo Lutheran Seminary.

Eligibility is determined at the beginning of the academic term, and no partial waivers will be made. Dependent children and spouses must meet the admission requirements of the programs.

Non-tuition fees, including registration and examination fees, incidental and ancillary fees, and fees for course materials, are not included in the benefit. Internship and Co-operative Education fees are waived.

If an employee retires, passes away or is currently receiving Long Term Disability Benefits, their spouse and dependent children shall also be entitled to this tuition benefit. This is also a taxable benefit.

Eligibility is determined at the beginning of the academic term, and no partial waivers will be made. Dependent children and spouses must meet the admission requirements of the programs.

Employees must complete a Spouse/Dependent Application for Tuition Waiver form and return it to HR in order to be eligible for this benefit.

Athletic Membership

Employees have access to athletic facilities provided locally at a rate to be determined annually by the university. Employees also have the right to use the university’s athletic facilities at the Waterloo campus upon payment of an annual fee determined annually by the university. These two arrangements are exclusive of each other and payment for one will not be applicable for both facilities. Both fees are subject to change.

Parking Fee

Parking lots are available to employees upon payment of the applicable parking fee plus taxes. Parking permits may be used on an occasional basis at other campuses for meetings, education, seminars, or conferences.

The parking fee is subject to change and will be determined annually by the university. For more information please visit the Parking and Transportation page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Parking permits must be returned to the Parking Office prior to leave or termination of employment.

Employee and Family Assistance Program (EFAP)

The EFAP is a confidential counselling service for eligible Laurier employees and families. It is a free, voluntary and high quality service provided by the Homewood Health Inc.

To arrange a confidential appointment at Homewood Health EFAP, call anytime 24/7/365.

  • Toll-free (English): 1.800.663.1142
  • Toll-free (French): 1.866.398.9505
  • TTY: 1.888.384.1152
  • International (call collect): 604.689.1717

Visit the website at homeweb.ca.

For more information please visit the Benefits and Well-Being page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca

Financial Assistance For Computer/Peripherals Purchase

The university will provide financial assistance in the form of a loan for any computer and/or computer peripherals purchase, and software, available at the university’s Bookstore, within the price range of $500–$5,000.

Financial assistance will be limited to one purchase per employee every 24 months while employed at the university.

Employees must purchase the computer and/or computer peripherals through the university’s Bookstore and repay the university in equal, low interest, instalments over not more than a 24-month period. The university will apply an interest rate no greater than the prescribed interest rate as defined by the Canada Revenue Agency. Employees will be required to sign a waiver permitting the university to deduct the remaining balance from their last pay, inclusive of vacation pay, upon termination.

Computers and/or computer peripherals purchased through this option will become the property of the employee, and as a direct owner of the equipment the employee will be responsible for its maintenance, repair and upkeep.

For further information on Financial Assistance for Computer / Peripherals Purchase, please see the Benefits and Well-Being page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Uniforms

The university provides each supervisor and special constable the following clothing and equipment:

  • One coat
  • One pair of gloves
  • Two pairs of shorts and bike helmet – if a bicycle patrol officer
  • Two pairs of pants (four pairs for new special constables)
  • Five long sleeves shirts or five short sleeve shirts or a combination of both totalling five shirts
  • One pair of winter boots and one pair of summer boots
  • One forage cap
  • One fur hat
  • Two ties
  • Mouth piece and latex gloves
  • Outside carrier
  • One duty belt, one pair of handcuffs, one asp, on bulletproof vest, flash light and charger
  • Bug repellent
  • Sun screen

When possible, new employees will be measured for uniforms prior to the start of their employment.

Compensation Program

Consistent with the university’s commitment to to provide a comprehensive compensation plan for Special Constable Service, this program provides you the opportunity to receive monetary adjustments to reflect economic conditions and step adjustments. Step adjustments are recommended by the director following a satisfactory performance review conducted annually on your anniversary date and are available to those who have not achieved their salary maximum.

The features of the compensation program are regularly reviewed and include comparison of total compensation practice at Laurier as compared to the relevant market.

Salary grids will be posted annually on Employee Groups and Resources page or available in alternative formats from HR. Note: This web content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Travel Expenses

The reimbursement for approved travel, including mileage and per diem will be the current rate approved by the university. Please refer to the university Expense Reimbursement Policy for current rates.

Position Redundancy

The decision to eliminate a position or to reduce staff is one requiring careful consideration and is only reached after other alternatives have been fully investigated. As such the application of this policy is done in a consultative manner involving the management accountable for the decision and HR.

Prior to the announcement of position redundancy the director and appropriate assistant vice-president will consult with HR for purposes of administering this policy.

The purpose of consultation with HR is to determine the full extent and impact of the decision identify options and ensure compliance with the appropriate legislation and practice.

Position Redundancy Process

  1. Special Constable Service employees in full-time continuing positions that are declared redundant will be considered for available positions. If there is a similar position for which they are qualified and have demonstrated the skills and competencies to perform the job, the person will be placed in this position without a search.
  2. If no such placement is possible, a staff person in a position declared redundant will receive written notice of termination outlining notice entitlement and severance pay entitlement (the notice and severance period will be determined in consultation with HR and will be at least that of the Employment Standards Act).
  3. Any staff person who receives written notice of termination will be considered an internal employee for the duration of their notice period. At the discretion of the manager, staff may or may not be required to work during the notice period.

Termination

Resignation

Should you decide to terminate your employment at the university, a letter of resignation must be submitted to your immediate manager. The letter of resignation should specify the effective date of resignation and offer an appropriate notice period. It is recommended that a minimum of two weeks is generally appropriate.

When an employee voluntarily leaves the university, they will be invited to participate in an exit interview with their HR representative. The purpose of this interview is to give the employee an opportunity to provide honest and open feedback about their experience at the university and for the university to learn and consider any recommendations they may have to make Laurier a better community.

Dismissal

The university has the right to terminate employment in accordance with university policies and relevant employment standards and human rights legislation. HR must be consulted in all cases of discipline or potential dismissal.

Both the employee and the university have the right to terminate the employment relationship. This can include resignation, termination initiated by the university for cause, redundancy or layoff.

Retirement

The Wilfrid Laurier University Pension Plan’s normal retirement date is the first day of the month coincident with or next following an employee’s 65th birthday. In addition to normal retirement, the university's pension plan provides a number of retirement options. For more detailed information regarding retirement benefits, please refer the Benefits and Well-Being page. Note: This content is hosted on our internal faculty and staff site, Connect, which requires Laurier network credentials to access. If you have any questions, please contact hr@wlu.ca.

Normal Retirement

The normal retirement date for an employee of the WLU Pension Plan will be the first day of the month coincident with or next following the employee’s 65th birthday. An employee may opt to postpone retirement and continue working past the normal retirement date.

Pension benefits are paid monthly commencing on the first of the month following retirement.

Postponed Retirement Date

An employee may postpone retirement after attaining the normal retirement date.

Employees who choose to continue employment beyond the normal retirement date will be required to commence receiving pension payments no later than the end of the calendar year in which the employee attains age 71 or such later date as may be permitted under the Income Tax Act at which time both employee and the university will cease contributions to the WLU Pension Plan and the period of continued service will not be counted as pensionable service for the calculation of pension benefits. While working beyond the Normal Retirement Date the employee may continue to make contributions to the WLU Pension Plan and, by so doing, for the purposes of pension benefit calculations receive matching university contributions and additional pensionable service for the period worked.

An employee who has postponed retirement, and who has elected to continue to make contributions during the postponed period, will have pension benefits calculated in the same manner as at normal retirement.

Employees are advised to provide as much written notice as possible of their intention to retire to allow for administrative processing and orderly planning. The recommended time frame is minimum of three months prior to the proposed retirement date.

Early Retirement

Employees may choose to retire on the first day of any month after reaching age 55.

Retirement Benefits

Employees who have completed at least five years of consecutive, full time service at the university immediately prior to retirement (employees who are hired after July 1, 2014, must have completed at least 10 years of consecutive, full-time service) will be able to participate in the following plans based on the terms and condition specified in the plans:

a. The Extended Health Care Plan in effect at the date of retirement to a maximum of $30,000 per year;

b. The Dental Care Plan in effect at the date of retirement

Employees who are eligible for post-retirement benefits and who retire early and have alternate benefits through employment elsewhere, the alternate plan will be the first payer for all claims and the university shall serve as the second payer.

University Governance

Board of Governors and Senate

The Board of Governors and Senate have rights, powers, and responsibilities as established by statute and by-law, except as such rights, powers, and responsibilities may have been specifically abridged, delegated, or modified by the Certification Order. The Board will exercise those rights, powers, and responsibilities in a manner which is fair, reasonable, and consistent with the provisions of this agreement.

Collegiality

The university acknowledges the rights and responsibilities of employees to participate in the formulation and/or recommendation of policies and procedures within the university through duly constituted collegial bodies and committees.

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