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This online version is for convenience; the official version of this employee handbook is housed in Human Resources. In case of discrepancy between the online version and the official version held by Human Resources, the official version shall prevail.
Updated: March 2024
This Special Constable Service Sergeant Employee Handbook has been prepared to assist Sergeants in finding the answers to general questions they may have and to familiarize them with the University’s general approach to certain HR issues.
This handbook replaces all previous handbooks issued by the University, immediately making all previous versions of the handbooks obsolete. Handbooks are reviewed annually and can be accessed on our connect intranet website
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, obtaining agreement, or providing notice of any kind to employees.
It is the intent of the University to have overall working conditions, compensation and benefits for the Special Constable Service Sergeant employee group that are fair and equitable with the employment practices of the rest of the University. It is the responsibility of the Board of Governors, supported by the President and HR, to proactively ensure this.
This document is intended as a guide for employees. It is not intended to circumscribe all aspects of the employment relationship. If there is any difference between this handbook and any official document or policy of the university, the official document will apply. Further information on specific HR policies can be found on the HR web page.
HR has the responsibility to monitor the effectiveness of current practices and recommend changes if necessary. Employee views and suggestions are encouraged.
Special Constable Service is a 24/7/365 essential service at Wilfrid Laurier University. The employment relationship between the University and Special Constable Service Sergeant staff is outlined in this handbook as well as the Benefits Information Booklet for Staff.
Special Constable Sergeant’s are required to maintain Special Constable status which is granted by the local Police Service of jurisdiction, and their Police Service Board, upon successful completion of prescribed requirements. Compulsory training in addition to the minimum educational requirements, maintaining security clearances, mandatory "Use of Force" training and annual re-certifications.
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, every Special Constable Sergeant 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.
Acting/Temporary Assignment: in a temporary capacity a Special Constable takes on Sergeant responsibilities and they will be excluded from the OPSEU Bargaining Unit during this period, typically to cover an short-term vacancy or leave of absence.
Board: is the Board of Governors of Wilfrid Laurier University, as provided for in the Wilfird Laurier University Act, S.O. 1973, as amended 2001.
Child: except where otherwise indicated, will include a natural, adopted or stepchild of the employee who is under age 21 and primarily dependent upon the employee, or under age 26 if they are full-time students.
Continuing Position: A position, either full-time or part-time, where no ending or renewal date is stated at the time of posting.
Day: A working day, inclusive of Saturdays, Sundays and all holidays observed by the University, except as otherwise defined in this Handbook.
Designate: An individual authorized to act on behalf of an officer of the University, or an individual named to represent an employee, or group of employees.
Employee: An employee of Wilfrid Laurier University included in this employee group.
Employee Success Factors: Four guiding principles that set criteria by which employees can evaluate and strive to improve themselves.
Full-Time Employee: One whose regularly scheduled hours of work are twelve hundred and fifty (1250) or more per year.
Internally: Is understood to mean within the Special Constable Service Sergeant 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 24 months, but no less than three (3) 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.
Paid Duty: Off-duty Special Constable Service Sergeants who are hired to perform their duties for a client of the University.
Parent: is inclusive of step-parents.
Part-Time Employee: One whose regularly scheduled hours of work are less than twelve hundred and fifty (1250) 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, excluding overtime payments and other supplementary payments.
Senate: The Senate of Wilfrid Laurier University, as constituted pursuant to the Act.
Sergeant: Employees who are promoted by the university to the rank of Sergeant (supervisor) and are appointed by the Police Services Board of jurisdiction. The appointment provides use of force options and the status of a peace officer. Sergeants are sworn officers and must obtain and maintain security clearance and mandatory recertifications.
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 (1) year.
University: Wilfrid Laurier University, and its designates, the Board of Governors of Wilfrid Laurier University, or any officers authorized to act on behalf of the Board, and is hereinafter referred to as the University.
The Special Constable Service Sergeants includes all non-unionized Sergeants, and those in an acting capacity, who are responsible for the day-to-day supervision and oversight, including functional instruction and guidance, of a platoon of sworn officers and non-sworn employees. This does not include Special Constable or Security Guard/Communication Operators, and those considered confidential or have managerial accountability.
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:
a) to manage its business;
b) to maintain order, discipline, and efficiency including the right to plan, direct, and control the workforce;
c) to hire, classify, promote, transfer, demote, lay off, or recall employees, and to expand or reduce the size of the workforce;
d) 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.
The University will maintain accurate employee records. Employees should advise the Human Resources Department immediately if there is any change in personal data, such as name change, address or telephone number.
There shall be one official employee file for each employee and that this file will be maintained in the Human Resources Department.
Employees will have the right to examine their official employee file, exclusive of any letters of reference which have been provided on a confidential basis, by application to the Human Resources Department. Any letters related to disciplinary issues that are eighteen (18) months or older will be removed from the employee file and reference will not be made to them, provided that no similar disciplinary documents relating to similar problems have been added to the employee file during that period. A written record of a disciplinary suspension or discipline which involves violence, abuse, or harassment shall be retained in an employee’s Human Resources file for a period of twenty-four (24) months provided that no further disciplinary action has been taken within that twenty-four (24) month period.
Employees may supplement the contents of their employee file with documents related to their employment by forwarding such documents to the Human Resources Department.
The security and confidentiality of employee files will be the responsibility of the Office of the Chief Human Resources and Equity Officer.
Access to employee files will be limited to the employee, staff in the Human Resources department and to the employee's current manager and other authorized University officials in connection with personnel, administrative and/or labour relations matters.
When the Human Resources department 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.
All employee health files, including physician statements requested for sick leave will be kept in an area separate from all other employee file and under secure conditions. Access will be limited to authorized persons within the Human Resources department.
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.
Once Human Resources receives the signed offer letter, they will initiate the onboarding process. To ensure a seamless onboarding transition, the new employee will receive login information and will be provided with instructions to complete necessary forms (such as benefits enrollment, direct deposit and tax forms). To enhance the employee experience, the orientation process will continue through online modules to support the employee’s transition to Laurier. Employee orientation is a process, not an event, that begins with the individual’s first experience with the University. The orientation process includes an introduction to our 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 you can evaluate and strive to improve yourself thereby continuously strengthening our university.
Laurier employees lead by building a thriving community and anticipating the future. They are:
The Employee Success Factors provide a foundation for many aspects of the Laurier employee experience. Together, they reflect an important set of criteria against which we can evaluate and strive to improve ourselves thereby continuously strengthening our organization. It all begins with us as individuals.
The Manager, or designate, will orient new employees with their department, campus and co-workers. The University intranet (connect.wlu.ca) is an excellent resource for processes and services available on campus.
Career advancement is driven by work performance and a personalized development plan that is supported by University’s commitment to grow and develop its employees through career planning, coaching and professional development opportunities.
The university encourages internal promotions and efforts will be made to recruit internally for Sergeant positions; however, in order to maximize recruiting efforts, positions may be posted internally/externally at the same time. Consideration will be given to candidates that demonstrate minimum requirements and model the University’s Employee Success Factors and have demonstrated the required skills and competencies to perform the role. The University recognizes the worth and dignity of all candidates by providing equal opportunity for employment, encourages fair and open competition while ensuring all contractual and legislative requirements are met, and encourages its employees to realize their career goals and their full potential.
The Special Constable Service Director and hiring committee will decide whether any applicant should be interviewed.
Sergeants hired externally will be required to serve a one-year probationary period, beginning on the their start date includes meeting conditional employment requirements. If promoted to a 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 Sergeant’s 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.
The University agrees to remain committed to ensuring equitable opportunity in employment for Indigenous persons, women, racialized persons, persons in a sexual and/or gender minority and person with disabilities, referred to as “the equity deserving groups” in accordance with University Policy 8.4. The full policy can be found on the university’s Policies page, under Operational Policies > Human Resources.
The University is devoted to learning, research, scholarship, creativity, professional expertise, and personal development in a student-centred environment. The University is committed to providing an environment for study, teaching, research work and recreation for all members of the university community that is supportive of professional and personal development and free from all forms of harassment and/or discrimination outlined in the Ontario Human Rights Code.
It is agreed that there will be no harassment/discrimination, interference, restrictions, coercion, or intimidation exercised on or practiced by the University or the Special Constable Service Sergeant Group. 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, creed, colour, sex, gender identity, gender expression, marital status, ethnic origin, ancestry, place of origin, political or religious affiliation, sexual orientation, citizenship, age, record of offences, family status, disability.
It is expected that all employees will act in accordance with University Policy 6.1, Prevention of Harassment and Discrimination Policy. The full policy can be found on the university’s Policies page (under Operational Policies > Health, Safety and Security) and should be consulted whenever there are concerns related to harassment and/or discrimination.Employees are encouraged to contact the Office of Human Rights and Conflict Management with any concerns.
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, employees of Wilfrid Laurier University are encouraged to deal directly with the other person(s) who are involved to respectfully engage in dialogue to achieve resolution.
Wilfrid Laurier University 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 (EIRP) can be found on the University intranet (connect.wlu.ca) under Employee Groups and Resources/Management and Staff Groups/Special Constable Service. The EIRP provides staff access to a process that addresses concerns related to employment practices without fear of reprisal.
The University is committed to providing workplace accommodation as required by the Ontario Human Rights Code, the Accessibility for Ontarians with Disability Act, and any other relevant legislation.
It is expected that all employees will act in accordance with University Policy 8.7. The full policy can be found on the university’s Policies page, under Operational Policies > Human Resources.
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.
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. SHERM’s 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 the University intranet (connect.wlu.ca) under Working at Laurier/Occupational Risk Management for more information and to view the university’s health and safety policy.
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.
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, Safety, Health, Environment & Risk Management, the JHSC will help to stimulate awareness of safety issues, recognize workplace hazards, and make recommendations to deal with these hazards.
The University will provide safety training to employees and the employees will participate in such training. Training deemed necessary by the Director, Safety, Health, Environment & Risk Management (SHERM) will be made available to all employees.
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. Employees will wear all issued personal protective equipment (PPE), clothing and safety equipment while on duty.
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.
As of March 1, 2023, comply with Laurier’s fleet and driver management protocol to ensure Sergeant’s remain in good standing order to drive Laurier fleet vehicle to perform essential duties of the position.
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.
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. SHERM will 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 will occur as needed.
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.
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 (accessibility@wlu.ca) to have an individualized evacuation plan created.
Sergeants, considering their powers, duties and supervisory responsibilities, are required to meet mandatory training and recertification 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.
Newly appointed Sergeants, may participate in identified courses by Special Constable Service leadership. The University will incur the costs associated with fees, lodging and mileage. In return, it is expected that new Sergeants will remain committed to the university by maintaining the employment relationship for a reasonable time period.
Laurier’s approach to employee development is designed to enable high performance, foster self-leadership, and enhance individual and organizational effectiveness. Employees take the lead in ownership of their development through reflection and conversations with their manager to identify individual learning needs and the skills and knowledge that are important in their current position and potential future roles.
The Talent team supports the learning and development needs of Laurier staff by offering programs, workshops and speaker events, anchored in Laurier’s Employee Success Factors, throughout the year. All new employees are required to complete core programs as part of their new employee orientation.
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 Expense Handbook.
For more information, please refer to the University intranet (Connect), Working at Laurier/Employee Development.
The regular hours of work for Special Constable Service staff are subject to periodic review and revision.
Hours of work for Sergeants are based on 2,184 hours. Given the nature of the work and required availability (24 hours per day 7 days per week), the schedule includes a one hour paid lunch and two 15-minute paid break periods. The normal work week shall average forty-two (42) hours over the period covered by the work schedule as it may be implemented by the University from time to time. The normal workday shall be twelve (12) hours. It is hereby expressly understood that the provisions of this section are intended only to provide a basis for calculating time worked and shall not be, or construed to be, a guarantee as to the hours of work per day not as to the days of work per week, nor as a guarantee of work schedules.
As approved in advance, hours of work for Administrative Sergeants may also be based on 1,820 hours or 35 hours per week, 7 hours per day with a one-hour unpaid lunch, Monday to Friday.
Given the essential service nature of the Special Constable Service function, there are circumstances which necessitate pay at a premium rate.
Sergeants are paid a night shift premium of $1.10 per hour for hours worked after 7 p.m. and before 7 a.m. Sergeants are paid a Sunday shift premium of $1.10 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:
The following will result in a premium rate of 2 times regular rate for hours worked:
The following will result in a premium rate of 2.5 times regular rate for hours worked:
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.
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.
Paid duty opportunities are considered additional volunteer assignments and are paid at one and half times (1.5) for any paid duty worked, inclusive of Sundays. Sergeants who volunteer for a paid duty will not be paid mileage to attend their assignment location. Sergeants who elect to take paid duty assignments will receive pay as per the terms of the specific assignment. Compensation for paid duty may be taken as time off in lieu.
Employees are allowed one fifteen (15) minute rest period for each three (3) 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 Handbook.
Consistent with University Policy 7.6, Severe Weather/Storm Closing, when the University's physical campus 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. Sergeants scheduled to work on this day will be paid at 2x their regular rate for hours worked.
Sergeants not scheduled to work and are called in as overtime will receive 2.5x their hourly rate for all hours worked.
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 (1/2) hour.
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. During an approved WSIB Lost Time Leave, the University will compensate an Employee the difference between their regular salary and the amount received from the Workplace Safety and Insurance Act in accordance with the Wilfrid Laurier University Workplace Injury Accommodation Practice. This equivalent amount compensated shall be deducted from, and be limited to, the Employee's sick leave credit balance.
Full time employees are credited with 20 sick days after your first day of employment. In addition, sick leave credits will accumulate on the basis of one and one half (1 ½) days for each month in which work is actually performed, to a maximum of one hundred and five (105) working days, inclusive of the above automatic accumulations.
Employees are eligible to use their sick leave to a maximum of 3 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. Such use of sick leave requires prior approval by the Manager and you may be required to provide satisfactory documentation indicating the relationship and that the ill person is dependent on you for health care. In exceptional circumstances, a Manager may approve additional sick leave; such approval will not be unreasonably denied. The Employee may be required to verify the basis for the absence by providing supporting documentation. If a physician's statement is requested, the University will reimburse the Employee for up to $30 per certificate.
The accumulation of sick leave credits does not confer the right to their unlimited use but is provided as protection to ensure salary continuance in the event of a prolonged absence from work
For the purposes of this section, one (1) day is defined as a period equal to the employee’s normally scheduled daily work period.
During the first one hundred and twenty (120) consecutive calendar 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:
If an absence is due to the same illness or injury within 30 days of returning to full-time regular hours and duties 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.
When an absence exceeds five (5) consecutive work days, the employee will be contacted by Human Resources. They will be required to have their treating 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. .If, during an employee’s vacation period, is hospitalized or incurs a certifiable incapacitating illness or injury in circumstances under which they would have been eligible for sick leave, , the University may record it as sick leave and reinstate the corresponding vacation credits to the extent of any concurrent leave granted.
Refusal to comply with these requirements may result in a denial of paid sick leave during the period of absence. 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.
Should the absence extend beyond one-hundred-and-twenty (120) consecutive 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.
For the first thirty (30) calendar days of a sick leave without pay, the benefit coverage and premium payments by the University and the Employee will not change. After the first thirty (30) calendar days, the Employee will be required to make both the Employee and University contributions toward the cost of the available benefits that the Employee wishes to continue, and will advise the University in writing of their intention 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 the Employee does not wish to continue to make the Employee contributions. The Human Resources department will consult with the Employee regarding the ramifications of discontinuing contributions to the Pension Plan. While on leave, benefit levels will be based on the Employee’s reference salary, unless otherwise stated in this section. Vacation and sick leave credits will not accumulate while an employee is on long-term disability leave.
*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.
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 manager.
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 3 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 Human Resources.
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 Human Resources. 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 their absence and the effect on the department.
If the leave is granted, a forwarding address for correspondence should be relayed to the manager and Human Resources for future reference. At least 4 weeks written notice should be given if the employee plans to request an extension, return early or not return at all.
Personal leave days may be granted in the event of uncontrollable circumstances and for personal commitments that cannot be attended to outside of working hours.
Personal leaves of up to three (3) days per fiscal year may be granted without loss of regular pay. Examples of such circumstances are:
Personal 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.
In the event of a death in an employee’s immediate family, (defined as spouse, common-law spouse, same-sex partner, child, children of employee’s spouse, children of common-law spouse, step-children, ward, guardian, sibling, 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 (5) consecutive working days. For a non-immediate family member (defined as parent-in-law, sibling-in-law, child-in-law, grandchild, grandparent, grandparent of spouse) payment will not exceed three (3) days. A leave of absence of one (1) 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 (2) 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.
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 seventeen (17) weeks. Pregnancy leave can start any time during the 17 weeks before the baby is due, however, maternity benefits can only be collected either up to 12 weeks before they are expected to give birth or at the week they give birth. Pregnancy leave must be taken as one continuous period.
All employees, who have been employed by the University for at least thirteen (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 standard parental/adoption leave of up to thirty-five (35) weeks or a extended parental benefits maximum of sixty-one (61) weeks.
The Parental Leave of an employee who has taken pregnancy leave will commence as soon as their pregnancy leave ends or when the baby first comes into the custody, care and control of the parent. For other parents, including adoptive parents, parental leave will commence within seventy-eight (78) weeks of the birth or after the child first comes into the custody, care and control of a parent
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 (2) 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 (4) 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.
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.
During pregnancy and parental/adoption leaves eligible continuing 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:
During the period of pregnancy leave, an employee is entitled to 100% of their full Reference Salary for the first two (2) weeks and the amount equal to the difference between the Employment Insurance benefits received and 95% of their full reference salary for a maximum of fifteen (15) additional weeks.
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 received 100% of his/her full reference salary for the first 2 weeks of parental leave and an amount equal to the difference between the Employment Insurance benefits received and 95% of their reference salary for the next 10 weeks of parental leave.
During periods of the extended parental leave for up to 18 months provides a reduced amount of Employment Insurance Benefits (a maximum Employment Insurance Benefit rate of 33% spread over the extended leave period as opposed to the standard parental leave of the maximum Employment Insurance Benefit rate of 55% of average weekly earnings). Employees will be entitled to a supplementary benefit as identified above. The University will assume an employee will be receiving the maximum EI benefit amount period of 12 months regardless of the length of parental leave the employee elects to take.
To receive the supplementary benefit, eligible employees must supply the University with proof of application to Employment Canada (EI). The Payment of the benefit shall be as follows:
Failure to provide Human Resources with the EI statement within a reasonable timeframe after the commencement of the leave and the receipt of the EI 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 (6) months or on a reduced workload for an equal number of hours, pro-rated over a longer period of time not to exceed twelve (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.
At the request of a parent who does not take pregnancy leave, the University will grant up to five (5) days of paid leave within four (4) weeks of the delivery date, provided that the employee has been employed by the University for at least thirteen (13) weeks immediately preceding the day of delivery. This request must be given to the employee’s manager at least two (2) weeks prior to the commencement of the leave.
An Extended Parental Leave without compensation, up to a maximum of fifty-two (52) weeks, may be given to an Employee who has been employed by the University for at least fourteen (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 (3) months prior to the commencement of the Extended Parental Leave.
Vacation and sick leave credits will not accumulate during an extended parental leave.
A leave of absence will be granted if you are called for jury duty or subpoenaed as a witness in a court proceeding that is not related to your employment. The University will pay the difference between your 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.
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:
To be eligible for reservist leave, an employee must be employed by their employer for at least three (3) consecutive months.
An employer may require an employee to provide evidence, reasonable in the circumstances, at a time that is reasonable in the circumstances, that the employee is eligible for reservist leave. What is reasonable in the circumstances will depend on all the facts of the situation.
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 at least four (4) weeks’ notice, in writing, to the Director before beginning Leave or reasonable advance notice due to the circumstance of the 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.
If you are becoming a Canadian citizen, you will be entitled to a full day with no loss of compensation and benefits in order to attend the citizenship proceedings.
In Federal elections, you are entitled to a period of four consecutive hours for the purpose of voting during polling hours on Election Day for a Federal Election. In provincial and municipal elections, the entitlement is three consecutive hours.
Employees who care for terminally ill family members under the terms of the Employment Insurance Act and who apply and are approved for EI benefits, are eligible for a supplementary employment benefit as follows:
To receive this supplementary benefit, the Employee must supply the University with proof of application to the Employment Insurance (EI).
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. Human Resources will provide employees with payment options prior to their leave.
The University recognizes the importance of human resources development and therefore may authorize Professional Leave/Education Advancement to improve the effectiveness and efficiency of its employees and to provide opportunities for personal growth.
A professional leave may be granted for either enhancement of experience and/or knowledge, or acquisition of new skills.
An education advancement leave may be granted for the completion of either a college or university education.
Employee’s having five (5) or more years of service with the University are eligible to apply for a professional development leave or education advancement 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.
Eligible employees may request, in writing, to their immediate manager 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 at least three (3) 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 (2) 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.
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 (4) 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 their 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.
The University recognizes the following as paid holidays:
Public holiday pay shall be in accordance with the ESA.
When a Holiday or floater day falls on an unscheduled day the Employee shall receive their regular days’ pay. If a Sergeant is absent from their regular scheduled workday before or after a paid holiday but works on the paid holiday, premium payment for the paid holiday will be one and half (1.5) times of their hourly rate as per Employment Standards Act, 2000.
When a Holiday or floater day falls on an Employee’s regularly scheduled workday, the Employee will have the option to be provided with the day off when operationally feasible.
When a holiday or floater day falls on an unscheduled day the Employee shall receive their regular days’ pay plus additional eight point four (8.4) hours pay or equivalent time in lieu.
An employee who works a Holiday or floater day, may elect to take time in lieu, it is expected that their immediate manager will ensure the employee schedules the Holiday day off within three months. If not scheduled, the University will pay the day, three months after the Holiday or floater day.
An employee who is scheduled to work the Holiday or floater day, may request and obtain approval to take the day off and will maintain their regular blended bi-weekly hours.
Should the University declare an additional holiday an employee shall be compensated with a lieu day when it falls on a regular day off and regular days’ pay plus a lieu day for those scheduled to work.
When a Holiday or floater day falls on an Administrative Sergeant’s regularly scheduled workday, the Employee will be provided with the day off, unless otherwise agreed upon.
Each year there will also be 3 floating days which will be designated by the university annually and which normally fall within the Christmas break.
See the hours of work section for information about public holiday/floater day 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. 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.
There will be certain time periods when vacation will not be approved to ensure adequate staff is available is available and able to respond.
| Years of Service | Entitlement | 12-Hour Shifts | Seven-Hour Shifts |
|---|---|---|---|
| Less than one year | One day for each month of service to a maximum of 12 days | 12 hours per month | Seven hours per month |
| One year fewer than six years | Three weeks | 144 hours | 105 hours |
| Six years to fewer than 15 years | Four weeks | 192 hours | 140 hours |
| 15 years to fewer than 25 years | Five weeks | 240 hours | 175 hours |
| 25 years and more | Six weeks | 288 hours | 210 hours |
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 may be taken prior to accrual, up to your annual entitlement, with approval of your manager within the first year of employment. When an employee’s active employment ceases, they will be required to reimburse any monies owing as a result of this.
Employees may carry over unused vacation into the next vacation period as follows:
| Years Completed Service | Allowable Carryover in Hours |
|---|---|
| 1 | 115 |
| 5 | 144 |
| 14 | 192 |
| 24 | 240 |
In exceptional circumstances, managers may approve carryover 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 ten (10) months of the next vacation year.
Vacation is subject to approval based on operational needs. For the upcoming vacation calendar year, vacation requests must be submitted by December 1 each year to the Manager for final approval. If there are any conflicts that cannot be resolved, length of service will be the determining factor.
Special Constable Service is considered an essential service at Laurier and therefore employees within the service will be subject to the following vacation blackout periods: September, Homecoming weekend, Halloween weekend, and St. Patrick’s Day weekend. Exceptions may be made for unique circumstances.
During these blackout periods, it is expected that employees will refrain from requesting vacation. Exceptions can be made for unique circumstances. Employees who need to schedule time off during these periods are required to get approval from the Director or designate.
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.
For full time employees in continuing appointments, or limited term appointments greater than 12 months in duration, the University provides the following benefit plan:
*Premiums for these options are subject to change by the carrier.
Employees hired on a limited term appointment, less than 12 months in duration and minimum of 1,250 total hours, are eligible to receive:
Part-time employees scheduled to work between 910 and 1249 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 four percent (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 University intranet (connect.wlu.ca) under Working at Laurier/Benefits and Well-Being. If employees have questions concerning claims or if they need assistance, they should contact the Benefits Team at benefits@wlu.ca or 548.889.3385.
Detailed information on the Tuition Waiver Program can be found in the policy located on the Human Resources website.
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 Wilfrid Laurier University or the Martin Luther University College. 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 eligible undergraduate and graduate courses taken at Wilfrid Laurier University and at the Martin Luther University College. Credit courses and degree programs that receive government grant funding are eligible for the waiver. Non-credit and deregulated courses and programs are not eligible for the waiver. This waiver is restricted to three (3) full courses or six (6) half courses in each twelve (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 (1) 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 eligible undergraduate and graduate courses taken at Wilfrid Laurier University and at the Martin Luther University College. Credit courses and degree programs that receive government grant funding are eligible for the waiver. Non-credit and deregulated courses and programs are not eligible for the waiver. This waiver is restricted to three (3) full courses or six (6) half courses in each twelve (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 - 1249 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 one hundred percent (100%) waiver of the academic tuition fees for one course offered in the evening for which they register as a part-time student.
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 tuition waiver will only be applied to an eligible course once. If an Employee drops a course after the allowable add/drop date or fails a course, the tuition waiver will not apply to that same course in the future. Exemptions to this Article will be considered by the Director, Faculty and Staff Relations in exceptional circumstances, on a case-by-case basis, and will not be unreasonably denied.
The University will reimburse full-time employees for 100% of the applicable tuition costs for the successful completion of a work-related course at a college or university other than WLU, when the course is not available at WLU. 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 WLU 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.
An eligible full-time employee’s dependent children or spouse are eligible to receive 100% waiver of domestic tuition fees for eligible undergraduate and graduate courses offered at Wilfrid Laurier University or Martin Luther University College. Tuition fee waivers for international students shall be limited to the value of the domestic fees for the equivalent program. Credit courses and degree programs that receive government grant funding are eligible for the waiver. Non-credit and deregulated courses and programs are not eligible for the waiver.
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 4 half credit undergraduate courses in each year starting May 1 for courses offered at the Wilfrid Laurier University or Martin Luther University College.
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.
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 Human Resources in order to be eligible for this benefit.
Employees have access to athletic facilities provided locally at a rate 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. Employees on the Brantford Campus have the right to use the Laurier Brantford YMCA. 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. For more information please visit the Laurier Athletics website.
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 Parking and Transportation Resources department website.
Parking permits must be returned to the Parking Office prior to leave or termination of employment.
The EFAP is a confidential counselling service for eligible Wilfrid Laurier University employees and families. It is a free, voluntary and high quality service provided by the Kii by CloudMD.
To arrange a confidential appointment at Kii by CloudMD, call anytime 24/7/365 at 1.866.814.0018.
Visit the website at kiihealth.ca.
The Service Uniforms and Members Attire standard operating procedure outlines the clothing that is provided for all members of the Special Constable Service.
The University agrees to provide, at no cost to the Sergeant, the following clothing and equipment. The initial issue to Sergeant, within 30 days after being sworn in, subject to supply and availability.
One (1) Uniform consisting of:
Replacement:
The University agrees to initially provide, at no cost to the Sergeant, the following clothing and equipment to those employees that have successfully completed approved bicycle patrol training:
Employees who have been issued clothing and equipment by the University shall be required to wear their uniforms at all times while performing the applicable assignments to which the clothing or equipment are intended.
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.
For further information on the WLU Pension Plan, please refer to the University intranet (connect.wlu.ca) Working at Laurier under Pension and Retirement Services.
Consistent with the University's commitment to provide a comprehensive compensation plan for Special Constable Service, this program provides employees the opportunity to receive monetary adjustments to reflect economic conditions and step adjustments. Step adjustments are provided annually on the employee’s 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 the Human Resources website or available in alternative formats from Human Resources.
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 Handbook for current rates.
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 the Human Resources Department.
Prior to the announcement of position redundancy the Director and appropriate Assistant Vice-President will consult with Human Resources for purposes of administering this policy.
The purpose of consultation with Human Resources 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:
In the course of the Special Constable duties where a Special Constable Sergeant may require indemnification in relation to civil and criminal legal proceedings or investigations, refer to Employee Indemnification Policy. The full policy can be found on the university’s Policies page, under Operational Policies > Human Resources.
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.
Employees resigning from their position should provide a letter of resignation to their 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 (2) weeks is generally appropriate.
When an employee voluntarily leaves the University, they will be invited to participate in an exit interview with their Human Resources 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.
The University has the right to terminate employment in accordance with University policies and relevant employment standards and human rights legislation.
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 to the University intranet (connect.wlu.ca) Human Resources/Pension and Retirement Services.
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 (3) months prior to the proposed retirement date.
Approximately six months prior to the employee’s normal retirement date, the Human Resources department will write to confirm retirement intentions. Since mandatory retirement no longer exists, the employee may elect to continue working beyond the normal retirement date. The employee may contact the Human Resources department at any time to work on a retirement date that suits their needs.
Employees may choose to retire on the first day of any month after reaching age 55. Should an employee opt for early retirement, they are required to contact the Human Resource department to make all necessary arrangements for pension benefits and group benefit coverage.
Employees who have completed at least 10 years of consecutive, full time service at the University immediately prior to retirement will be able to participate in the following plans based on the terms and condition specified in the plans:
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.
Employees will pay fifteen percent (15%) of the premiums for the Post-Retirement Benefits for eligible employees.
Employees may elect to continue to work past the Normal Retirement date. Those employees who choose to continue to work full-time past the July 1st following their 65th birthday will experience the following changes to their benefits:
Employees who continue to work full-time after the Normal Retirement Date may either elect to start receiving payments from the pension plan, or may continue to contribute to the Plan and will receive matching contributions from the University. Under the current pension plan and Income Tax regulations, all employees must start to receive pension payments no later than the end of the calendar year in which the individual turns age 71. Once an individual starts to receive pension payments, no further contributions to the pension may be made and all contributions from the employee and the University will end.
For more information, please refer to your Annual Pension Summary.
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.
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.