HUMAN RESOURCES COMMITTEE

Thursday, September 10, 2015 Education Centre – Room 340-D

AGENDA

1:00 p.m. 1. Call to Order A. Johnstone

2. Approval of the Agenda

3. Teacher Staffing Update

4. Support Staff Recruitment

5. Early Enrolment Update – Re-Organization

6. Attendance Support Program implementation 7. Resolution into Private Session – as per the Education Act, Section 207.2 (b) the disclosure of

intimate, personal or financial information in respect of a member of the board or committee and (d) decisions in respect of negotiations with employees of the board

8. Meeting resumes in Public Session

9. Next Human Resources Meeting: October 22, 2015

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EXECUTIVE REPORT TO HUMAN RESOURCES

COMMITTEE

TO: HUMAN RESOURCES COMMITTEE

FROM: Pat Rocco, Superintendent of Human Resources DATE: September 10, 2015 PREPARED BY: Human Resources

RE: Teacher Staffing Update

Action Monitoring X

Teacher Staffing Update

OSSTF

• All redundant teachers have been recalled • The Board is now in a position to hire new teachers from the occasional roster based on

subject discipline should it be required • 2015-2016: 6 FTE added in staffing

ETFO

• The Board has hired 42 new teachers for September 2015 to account for retirements • Elementary Re-organization is pending for additional staffing needs

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EXECUTIVE REPORT TO HUMAN RESOURCES

COMMITTEE

TO: HUMAN RESOURCES COMMITTEE

FROM: Pat Rocco, Superintendent of Human Resources DATE: September 10, 2015 PREPARED BY: Human Resources

RE: Recruitment Update

Action Monitoring X

Recruitment Update – September 9, 2015

Supply Educational Assistants • 34 removed from list in July 2015 • 61 candidates interviewed for list during July and August 2015 • 39 names being added for September2015

Supply Clerical

• 10 removed from list in July 2015 • 50 candidates interviewed for list during July and August 2015 • 29 names being added for September 2015

Supply Early Childhood Educators/DECE staff

• 79 added to list since September 2014 • 40 removed from list in July 2015 • Currently in process of shortlisting for interviews to be held in September/October • Target is 30 names to be added by end of October

Supply Caretakers

• 25 added to list from January 2015 to June 2015 • 2 removed from list in July 2015

Elementary Occasional Teachers

• 46 added to list in September 2014 • 63 added to list in May 2015 • Approx. 68 names with French qualifications also added throughout 2014-2015 school year • 12 removed from list in January 2015 / 16 removed from list in July 2015

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Secondary Occasional Teachers • 23 added to list throughout 2014-2015 school year • 24 removed from list in July 2015 • Target is 50 names to be added by end of October

On-going recruitment efforts throughout the fall of 2015 will include opening the elementary and secondary OT rosters, monthly interviews for OT’s with French qualifications, on-site recruitment at Mohawk College for EA and DECE staff via classroom visits and job fairs. Teacher recruitment fairs are anticipated in winter of 2016.

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EXECUTIVE REPORT TO HUMAN RESOURCES

COMMITTEE

TO: HUMAN RESOURCES COMMITTEE

FROM: Pat Rocco, Superintendent of Human Resources DATE: September 10, 2015 PREPARED BY: Dan Rutherford

RE: Early Enrolment Update – Re-Organization

Action Monitoring X

DRAFT - CRITICAL TIMELINES FOR

ELEMENTARY SCHOOL STAFFING SEPTEMBER 2015 DATE PROCESS COMPLETE

Monday, September 14th, by 4:00 p.m.

• Today’s enrolment figure will serve as a guide to assist you in predicting your September enrollment. A snapshot of enrolment will be taken at 4 p.m.

• This enrolment will be loaded into the September Staffing Enrolment template (A+ Staffing – Online) that will be reissued to principals to complete by Tuesday, September 15th at 4 p.m.

Tuesday, September 15th • Dan Rutherford will make the electronic School Needs Summary and Surplus Teacher Profile available to all administrators and teachers. A communication will be sent out to Administrators with instructions on how to access. Administrators must share the teacher instructions with their teachers. Instructions will also be posted in the Employee Web Portal.

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a:Elementary Staffing13.Re-org Critical Timelines

Tuesday, September 15th by 4 p.m.

Principals must complete September Staffing Enrolment template.

Wednesday, September 16th by 10 am.

• Finalized enrolments by Planning and Accommodation, Budget and SOSA

Tuesday, September 22nd

(3 p.m.) • SOSA’s receive school organizations from budget and

Pat Rocco for review at 3:00 p.m.

Wednesday, September 23rd at 3:00 p.m.

• Pat Rocco will inform principals of class openings and closings. Principals will determine surplus/needs resulting from closing/opening classes.

• Principals can re-organize the school and declare surplus or identify needs. Principals are to speak to their SOSA around re-organization and potential impact on programming.

• Refer to Articles 25 and 26 of the Elementary Teachers' Collective Agreement to determine surplus teacher(s).Contact Dan Rutherford with any questions regarding the declaration of surplus in your school.

Thursday, September 24th by 12:00 p.m.

• Principals must inform staff of changes and declare surplus

Teachers by 12:00 p.m.

Monday, September 28th by 12:00pm

• By 12:00 pm – Principals submit your School Needs Summary to Dan Rutherford through the employee web portal. Please list your surplus staff on this form.

• By 12:00pm - Surplus teachers must submit a "Surplus Teacher Profile" to Dan Rutherford through the employee web portal

Tuesday, September 29th (12 noon)

• Elementary Staffing Placement Committee meets to assign surplus teachers to vacancies and to inform teachers and principals of staffing placement decisions

Please note that there must be no hiring for remaining vacancies until you have received confirmation to do so by Dan Rutherford.

Friday, October 2nd • Teachers begin new assignments or move to their new school. October 1st will be used as a transition day for teachers moving locations (please note this only applies to someone physically moving to a new school) and an Occasional Teacher will be used to facilitate the new class opening as per Article 6.02 of the Elementary Teachers’ Collective Agreement.

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EXECUTIVE REPORT TO HUMAN RESOURCES

COMMITTEE

TO: HUMAN RESOURCES COMMITTEE

FROM: Pat Rocco, Superintendent of Human Resources DATE: September 10, 2015 PREPARED BY: Human Resources

RE: See attached Total Attendance Support Program

Action Monitoring X

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Human Resources Department

TEL 905-527-5092 FAX 905-521-2543

DATE: September 2015

TO: Elementary School Administrators, Secondary School Administrators, Managers and Supervisors

FROM: Pat Rocco, Superintendent of Human Resources

SUBJECT: Total Attendance Support Program Implementation

COPY: Executive Council

HWDSB has been working toward implementing a Total Attendance Support program. The intent of this program is to assist administrators, managers and supervisors with supporting their staff with maintaining regular attendance at work. Individuals struggling with regular attendance will benefit from this program by offering them guidance and support.

During the 2014-2015 school year we implemented a pilot program with a small group of schools. We gathered feedback during that pilot from all participants to understand their experience with the program and made any necessary adjustments. The Board of Trustees also approved an Attendance Support Policy and Policy Directive in 2015 that incorporates feedback from our internal community consultation.

I am pleased to announce that this program is now ready for full implementation in September 2015 across HWDSB schools and departments.

You are required to attend a training session during the month of September to learn about the program and how to implement it with your staff. This 3.5 hour session will include an overview of the program, case studies for you to practice what you learn and an opportunity for you to ask questions about how you will apply the program in your school/department.

To reserve your place in this training, please register in PD Place for one of the sessions below. When registering be sure to enter the invitation code provided when prompted. All sessions will be delivered in the Training Complex, Rooms 181D/E at the Education Centre, 20 Education Court.

Supervisor Sessions: ID #195666 – September 17, 2015, 8:30am – 12:00pm (Invitation Code: 873225) ID #195664 – September 22, 2015, 8:30am – 12:00pm (Invitation Code: 323589) ID #195665 – September 24, 2015, 12:30pm – 4:00pm (Invitation Code: 825793) ID #195667 – September 25, 2015, 8:30am – 12:00pm (Invitation Code: 130686)

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Human Resources Department

TEL 905-527-5092 FAX 905-521-2543

Should you have any questions prior to attending a training session, please contact Jennifer Faulkner, Manager Professional Development and Staff Support at jfaulkne@hwdsb.on.ca or Samantha Foley, Return to Work Coordinator at slfoley@hwdsb.on.ca

Thank you,

Pat Rocco

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Human Resources Department

TEL 905-527-5092

August 2015

Dear Staff of Hamilton-Wentworth District School Board

Effective September 1, 2015, HWDSB is launching a new wellness initiative, the Total Attendance Support program.

During the 2014-2015 school year a pilot program was implemented with a small group of schools. Feedback was gathered from all participants to understand their experience with the program and any necessary adjustments were made to the final program.

The purpose of this program is to provide consistent supports for the health and well-being of employees that allow them to maintain regular attendance at work. Your responsibility in this program is to report your absences in accordance with your collective agreement and current practices.

The attached pamphlet and supporting documents provide you with more detailed information about the program.

You can also find the Attendance Support Policy and Policy Directive on our policy website under Human Resources. Please use the link below to access that site.

http://www.hwdsb.on.ca/about/policies/

We look forward to working with you to create and maintain a respectful, healthy work environment for all employees.

Thank you,

Pat Rocco Superintendent, Human Resources

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Step 1: go to sfx.hwdsb.on.ca to login

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Step 2: Click review absences

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Step 3: Enter the start date and end date of the absences you want to view

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List view gives you a detailed report of your absences: reason, substitute, dates and times

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To view the calendar, select calendar and click search

Calendar view gives you an overall picture of how many days you have been absent in a calendar month

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Total Attendance Support @HWDSB

Dan RutherfordHuman Resources Officer 905.527.5092 ext 2410 drutherf@hwdsb.on.ca

Samantha FoleyDisability Management 905.527.5092 ext 2257slfoley@hwdsb.on.ca

Standard Leaves in SFX CODE

*Please note: These are standard leaves available to all employees on SFX. Further leaves may be available to you dependent on your collective agreement or terms and conditions of employment

Illness – Personal01 - to be used for personal illness

Funeral – IMD Family03 – to be used when there is a death in your immediate family

Funeral – OTH RELAT04 – to be used when there is a death in your extended family (e.g. aunt, uncle)

Funeral – Friend05 – to be used when there is a death of your friend

Religious Holiday – no charge

07 – to be used for religious holidays

Paternal Day10 – to be used for day of birth, adoption day etc.

Jury Duty / Subpoena11 – to be used when you are called for jury duty and are required to miss work

Union / Fed Business12 – to be used when an employee is absent on union business

System sponsored PD77 – to be used when attending a PD event or conference

Leaves outlined in Collective Agreement or Terms and Conditions of Employment

Refer to your collective agreement or terms and conditions of employment on the web portal at: my.hwdsb.on.ca/Departments/Human_Resources/Collective_Agreements_and_Terms_and_Conditions/default.aspx

Other legislated leavesEmployment Standards Act: www.labour.gov.on.ca/english/es/pubs/guide/index.phpEmployment Insurance:http://www.servicecanada.gc.ca/eng/sc/ei/index.shtml

Frequently asked questions and information for HWDSB staff

When is it appropriate to use sick days?

� Sick days are to be used for personal illness unless otherwise provided for in your Collective Agreement or Terms of Employment

� Please see the back of this pamphlet for further information on the types of leaves available to you

Who is on the TAS team?

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What is Total Attendance Support (TAS)?

A process to:

� Identify employees who are struggling to attend work on a regular basis

� Determine the cause of the absences

� Propose solutions that either assist to improve attendance or accommodate appropriately

Why might I be called into a meeting?

� To offer you support if you have had 10 or more days absent and your Principal or Supervisor is unaware of the reason for your absence

How does the program work?

� Monthly attendance reports are run in Human Resources to identify employees with 10 or more days absent due to personal illness

� Please note: These reports are only based on personal illness absences. If you have had approved absences for other reasons (e.g. funeral, personal leave day) they will not contribute to your absence total

� Reports are refined to remove absences of individuals currently working with Disability Management attributed to a documented illness

� Reports are sent to Principals and Supervisors

� Principals and Supervisors review the reports and schedule meetings with those employees who have unexplained absences

� Employees are referred to the Total Attendance Support team as required for support

� The Total Attendance Support team advises your Principal or Supervisor of the outcome of the referral as

appropriate

What is the meeting process?

� You will receive at least two days’ notice of your meeting via email from your Principal or Supervisor

� This will allow you time to invite your Union Representative to participate as support in the meeting if you choose

� Prior to your meeting, you are advised to run your own absence report from SFX so you are aware of the dates of the absences that are being discussed (step by step instructions can be found in SmartFind Express at https://sfx.hwdsb.on.ca/logOnInitAction.do)

What are my responsibilities?

� Attend work regularly

� To participate in the program

� To be compliant and report all absences in accordance with current reporting procedures/practices in your collective agreement or terms of employment

� To identify issues that are preventing regular attendance

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