9.1 Placement and Review of Positions
9.1.1 New Positions
New Positions within the scope of ASPA will be placed in a family and phase by People and Resources based on the criteria matrix established for positions within the scope of ASPA. Any member and/or manager who believes the position has been inappropriately placed may request a review in accordance with Article 9.1.2.
9.1.2 Review of Position Job Family and/or Phase
Any member and/or manager who believes the position in question has changed and the current placement no longer accurately reflects the position, may request a review of the position at any time. A review can occur once per 12 month period and will be conducted by People and Resources.
9.1.3 Salary Adjustments through Review
If the review results in a position placement to a lower or higher phase, the position and salary will be adjusted to the appropriate family and phase or the salary will be red-circled at its current level if the salary is above the maximum of the new salary range.
Adjustments as a result of a review will be effective to the first of the month closest to when the request for review was received by People and Resources.
9.1.4 Appeal of Position Placement Decision by Human Resources
If a member and/or manager is dissatisfied with the decision of People and Resources, either party may request an appeal within thirty (30) days of receipt of the written decision. A joint appeals committee, made up of two (2) members from ASPA and two (2) members from management, will review these requests and render a written decision. All decisions of the appeals committee are final and not subject to the grievance procedure. The appeal committee is named the Joint Management and ASPA Appeal Committee (JMAAC).
9.2 Job Profile
The job profile describes the primary purpose of the position, the nature of the work, the education/qualifications required, and the accountabilities of the job. Duties are assigned by the member’s supervisor in accordance with the job profile.
The job profile must be reviewed on an annual basis by the supervisor and member. Changes or additions to the job profile must be approved by the supervisor. Where a member does not have a current profile, and the member has brought this to their supervisor’s attention without correction, the employee may then grieve the matter.
9.3 Work Hours Plan
The Association and the University recognize the diversity of the work performed by Association members and the need for different work hours in different positions. In addition both parties recognize the benefits of developing work hours plans based on, the regular operating hours of the unit, the business needs of the unit and the need to balance work and personal life. The plan will be jointly developed between the member and their supervisor and updated as necessary. If no work hours plan has been documented the plan will be as per Article 9.3.1.
9.3.1 Standard Work Hours Plan
Standard work hours plans will be based on an annual framework of 1950 hours per year and 37.5 hours per week. Consideration for hours worked should be given to the core hours of the position and the regular operating hours of the University and unit, as outlined in the member’s letter of offer.
Given the flexible nature of the work, employees may flex their time to balance the evolving needs of the University and personal life responsibilities. In order to meet these needs, employees may accumulate up to a maximum of fifteen (15) hours of flex time without explicit approval from their supervisor. The accrued time and the time taken will be reported to the supervisor on a monthly basis. Any additional time accumulated above the fifteen (15) hours will not receive compensation in the form of time off with pay or additional pay unless approved by the supervisor. Normally this approval will occur in advance of the time being accumulated.
Unit policies for time away need to be considered and adhered to.
9.3.2 Alternate Work Hours Plan
Recognizing the cyclical nature of the work and the requirement of non-standard work hours in some Association positions, the member and their supervisor will develop a mutually agreeable alternate work hours plan. This will include, but not be limited to; how the work will be completed over the course of the year and the ability of the member to accumulate and flex their work hours.
The work hours plan will be based on an annual framework of 1950 hours per year. Additional time accrued beyond 1950 hours per year shall not be carried forward from year to year. If the additional time is not scheduled by the end of the fiscal year, it shall be paid out.
Should the employment relationship end, any hours accumulated above 37.5 hours per week and approved as per the hours of work plan will be paid out at straight time at the member’s current salary.
The Association will be provided with copies of work hours plans upon request.
9.4 Performance Review
The University and the Association recognize the benefit of ongoing performance feedback for employees. At least once per year, using the job profile as a basis, the supervisor shall meet and discuss the performance of duties with each member. The supervisor will then complete a performance feedback and development plan. A copy will be provided to the member. The member may attach a personal statement to the feedback, with a copy to the supervisor and placed on the personnel file. Members who do not receive annual performance feedback or a development plan may grieve the matter.
Effective May 1, 2021 and each subsequent May 1, all members will receive a salary increase based on a differential increment percentage. The percentage is dependent upon which salary range quartile the member’s salary is in.
- First quartile – 2%
- Second quartile – 1.5%
- Third quartile – 1%
- Fourth quartile – 0.5%
Increments are to recognize growth in proficiency from experience and a satisfactory level of performance over a given time span, usually one (1) year. If a member’s performance is considered unsatisfactory, the annual increment may be withheld. If the increment is to be withheld, the member will be given reasons in writing as soon as possible after the decision is made with a copy provided to the Association. Withholding an increment will be grievable subject to provisions of the grievance procedure (Article 17.2)
9.5.1 Increment Date
The increment date for all members is 1 May. Where the date of appointment is not 1 May, the increment adjustment is as follows:
- Appointments effective between 1 May and 31 July inclusive will entitle the member to a full increment.
- Appointments effective between 1 August and 30 April inclusive will entitle a member to an increment pro-rated on the basis of the number of days by which the effective date precedes 1 May.
9.6.1 Merit Awards
Merit may be awarded when proficiency, growth and levels of performance are considerably better than what is viewed as “normal” and recognizes exceptional contributions.
Effective May 1, 1.0% of the total annual membership salary from the previous fiscal year is allocated for merit and will be provided as a lump sum. All members meeting the criteria in Article 9.6.2 are eligible for merit. Lump sum bonuses will not be added to a member’s base salary.
All available funds will be dispersed to the meritorious recipients.
The amount of merit each member receives will be at the discretion of the employer however, no merit award shall exceed eight percent (8%) of the member’s current salary per merit year.
Merit decisions are not subject to the grievance procedure.
9.6.2 Merit Award Eligibility and Effective Date
In order to be recommended for merit, a member must have been employed since November 1st of the current fiscal year.
9.6.3 Merit Process
The Dean or Administrative Head is accountable for developing the unit’s merit process, in conjunction with the ASPA collective agreement, and determining the decision-making process for merit for ASPA members within their College or Unit.
The Dean or Administrative Head is to forward all merit documentation to People and Resources by June 15.
The Merit Audit Committee may request the Dean or Administrative Head to report on the College/Unit merit process in order to fulfill the audit process.
9.6.4 Merit Audit Committee
The Merit Audit Committee (MAC), chaired by the Associate Vice-President, People and Resources, has the authority to perform a systematic assessment of the effectiveness of any College/Unit merit process. The MAC makes recommendations, which will be forwarded to both the ASPA Executive and People and Resources for consideration.
Membership shall consist of four (4) representatives appointed by the Association and four (4) representatives appointed by the University one of whom is the Associate Vice-President, People and Resources.
If a member or manager is dissatisfied with the outcome of the merit process, either party may request a systematic review be conducted by the Merit Audit Committee. Requests must be forwarded to People and Resources by October 15.
9.6.5 Merit Utilization Statement
Annually, the University shall provide ASPA a report listing the allocation of merit awards that occurred in the previous fiscal year.
9.7 Other Assignments
9.7.1 Additional Assignments
Under certain circumstances, it may be appropriate for members to assume responsibilities in addition to their regular duties for which they may receive extra remuneration, e.g. teaching a class, marking papers, additional administrative duties, assuming more senior responsibilities in a temporary capacity, or any project where significant extra time is required.
Permission to assume such additional responsibilities must be obtained from the department head and People
9.7.2 Acting Appointments
When a member is requested to take on additional responsibilities on an acting basis additional compensation will be provided. The extent and nature of additional compensation will be determined by the department head and the member, in consultation with People and Resources and, at the member’s request, the President of the Association.
9.8 Entry and Re-entry of Members from Excluded Positions
9.8.1 Temporary Appointment to Out-of-Scope Position
A member who is appointed to a position excluded from the Association shall cease membership and stop paying dues for the duration of the appointment provided the appointment is for more than thirty-one (31) calendar days. At the completion of the appointment to an excluded position, the member will automatically become eligible for Association membership, will commence paying dues and will have all rights and privileges (which are possible at the time) as if membership had been held continuously throughout the period of appointment to the excluded position.
9.8.2 Reappointment to In-Scope Position
A member reappointed to a position in the Association, who has had previous continuous employment with the University, will become eligible for membership and will commence paying dues upon appointment. Except for the probationary requirement, the member will have all rights and privileges (which are possible at the time) as if membership in the Association had been throughout the member’s University employment.
9.9 Outside Employment
Members must comply with the Board of Governors Policy on Conflict of Interest and outside employment.
9.10 Membership in Professional Associations
The University shall reimburse professional fees to members who are required as a condition of employment, to have a certification, license, or membership in a professional association in order to perform their duties. People and Resources will include in the job posting a reference to any employment requirement and the Department Head shall include the requirement in employment letters of offer.
9.11 Adjustment to Salary Ranges and Salary
9.11.1 Salary Ranges
Effective May 1, 2021:
Minimums and maximums of the salary ranges will be adjusted by 2%.
Effective May 1, 2021, a base salary adjustment of 1.5% for all active members up to the maximum of the new salary ranges will be provided.
A signing bonus of $2,500 (pro-rated based on FTE) will be provided to each eligible member who was active on September 11, 2020. A member must also be active in the pay cycle prior to the pay cycle in which the signing bonus will be paid.
The signing bonus will be paid in two installments:
- $1,000 payment by December 15, 2020
- $1,500 payment by May 15, 2021
Notwithstanding the above, members who are on leave, temporary layoff, or seasonal layoff shall receive the signing bonus upon their return to active status.