Orientation to People Services:An overview of Human Resources
& Payroll Services
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Presented at Leadership DevelopmentOctober 30, 2018
AGENDA
• Introductions
• Roles and Responsibilities
• HR Strategic Initiatives
• Tools and Resources
• Key People-Related Activities for Managers
• Where to Get Help - Review
• Conclusion/Questions
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People Services
Director, HR
Operation
Sherry Chin-Shue
Lead, Human
Resources Strategic
Initiatives
Kristen Vincent
Classification &
Compensation
Consultant
Wendy Ly
Coordinator, WRAP
Nav Dhaliwal
Manager, Policy
Development
Joanne Rajotte
Human Resources
Services Clerk
Phoebe Tang
Executive
Assistant
Shannon Eeckhout
Recruitment
Consultant
Angela Lee
Human Resources
Business Analyst
Eva Cheung
Recruitment
Associate
Alyssa Piperni
Human Resources
Associates:
Kelvin Chan
Annette Cheung
Cindy Nguyen
Jasmine Modgil
Brandi Siekham
Director, HR
Systems, Services
and Payroll
Karen Hackett
Manager,
Payroll Services
Stanley Lau
Payroll Lead:
Regina Yu
Payroll/Benefits
Clerks:
Beany Feng
Grace Li
May Lu
Sharon Wong
Janet Yoshida
Human Resources
Consultant:
Michelle Kuramoto
Jennifer Schneider
Christine Speers
Patricia Wong
Vice-President,
People Services
Dawn Palmer
Who do I call?Link to HRC Portfolio Chart
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Type of Question
Single Point of Contact HR Consultant HR Associate
Michelle Kuramoto Cindy Nguyen
Patricia Wong Jasmine Modgil
Jennifer Schneider Brandi Siekham
Christine Speers Cindy/Jasmine/Annette
Recruitment Angela Lee Alyssa Piperni
Payroll or Benefits Stanley Lau, Mgr Payroll Payroll Clerks
Student Employment HR Services Clerk Phoebe Tang
Employee on sick leave orrequests for accommodation
Coordinator, WRAP Nav Dhaliwal
Employee Relations or Collective Agreement issues
HRC HRA
Classification & Compensation Wendy Ly
Seniority verification Eva Cheung HRA
HR & Payroll Contact
People Services Strategic Initiatives & Employee Events
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Vision Categories: Organizational Sustainability
People and Culture
Professional Development
Wellness Promotion
Employee Engagement
Mental Health
Strategy
Respect in the
Workplace
Resources and Tools Available
HR Website
Leaders Toolkit
My Langara -
FormsPolicies
Employee Handbook
CA’s
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Your Key People-Related Responsibilities
• Leadership and coaching
• Communication and connection
• Managing and supervising employees
– Recruiting and hiring
– Onboarding and orientation
– Coaching and performance management
• Assigning and directing work
• Training and development
– Payroll and administration
• Time and attendance (approving time, vacation, sick, LOA, LTD/STD, medical accommodation)
• Scheduling and coverage
• Health and safety
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Leadershiplead·er·ship
/ˈlēdərˌShip- The action of leading a group of people or an organization to
accomplish a goal
- Leaders set the direction and help themselves and others to do the right thing to move forward
- Leaders develop an environment that ensures the success of others
• Communication, connection and engagement
• Coaching and mentoring
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Recruitment of Staff• Langara employees play a critical role in enabling student
success
• The process starts with the job description and Staffing Request Form and flows through:
1. Posting the vacancy
2. Reviewing, short listing, testing/pre-qualifying the applicants
3. Interviewing qualified candidates
4. Checking references
5. Decision to Hire; Making the offer
• Resources and supports available:
– Recruitment Team, HR Team
– Leaders Toolkit
– Collective Agreement; Administrators Selection Guidelines
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Onboarding and Orientation• Prepare for the arrival and orientation of new employee
– Paperwork – HR prepares letter and package
– Communication
• New employee completes forms and credentials/ID to HR
• IT, access and equipment
• Facilities, Keys/Security
• Orientation
• Probation (6 months CUPE; 12 months Administrators)
• Performance evaluations
• Resource:
– Leaders Toolkit – Orientation: The First Week
– Leaders Toolkit – Requesting Access : IT
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Payroll
• Payroll processes pay– CUPE and Admin employees are paid bi-weekly
– Faculty are paid monthly
– Time sheeted employees are paid bi-weekly
• 2018 Payroll Calendar
• Increases and increments
• Payroll Forms
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Leaves• CUPE - Article XV – Absence from Duty
• LFA – Article 9 – Leaves of Absence from Duty
• LCAA – Terms of Employment
• Examples: pregnancy/parental leave, medical/sick leave, education leave, personal leave of absence, bereavement
• Staff submit a Leave Request Form for approval
• Approved forms are sent to HR
• HR processes the leave and routes form to Payroll for pay
• Be sure to advise HR/Payroll of any changes to dates
• Is relief coverage necessary?
• Resource: Leave Requests
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Vacation (CUPE & Admin)
• Vacation entitlement is accrued annually, per the CA and TOE
• Supervisor or Manager will approve and monitor vacation requests (Absence Record Form)
• Accrued vacation is to be taken within the year it is earned, except for permitted carryover allowance
• Vacation balances in excess of the carryover is not permitted and will be paid out annually
• Speak with your HRC if you have any questions
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Sick Leave and Disability• Absences due to illness or injury
– Employees notify their Manager and Switchboard each day of their illness up to 10 days
– Switchboard completes a Notification of Absence form
– Switchboard sends a Return to Work form to the Employee
– Employees complete the form and send it to Payroll
• Illnesses of more than 10 consecutive days
– Employees submit a Long-Term Absence Form, to be completed by their Physician
• Short-Term Disability
• Long-Term Disability
• Absenteeism
• Resource: Leaders Toolkit
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Duty to Accommodate• The College has a Duty to Accommodate employees based on the
Human Rights prohibited grounds of discrimination
• Coordinator, Workplace Reintegration and Attendance Promotion (WRAP) oversees medical accommodations for employees
• Coord, WRAP will receive medical documentation and initiate a meeting with the faculty/staff member, Dept./Div. Chair, union rep and HR to find a reasonable accommodation
• Speak with your HRC or Director, HR Operations regarding any other accommodation requests
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Resignation/Retirements
• Resignation Policy - D1004 provides a high level overview of the resignation process.
• The Employment Resignation-Termination Checklist highlights the responsibilities for each party.
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Administering Policy
• College Policies are in place to provide governance and structure
• Policies are available on the College website:
• Familiarize yourself with Policies
• Core HR and Conduct Policies include:– Ethical Conduct, B3003
– Respectful Workplace, D1007
– Human Rights, B3008
– Sexual Violence and Misconduct, B3009
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Coaching and Mentoring
• Although we don’t have a formal College-wide “Mentoring” program, as leaders, we are responsible for coaching and mentoring our staff
• May be formal or informal
• Encourages development, retention and engagement and ultimately, student success
• Training and Performance Development
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Health and Safety
• The Workers Compensation Act and the Occupational Health & Safety Regulations outline our obligations as an Employer
• Joint Occupational Health and Safety Committee
• Workplace Injury Reporting
• Accident and Incident Investigations – you will be required to participate
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Questions ??Sherry Chin-Shue
Director, Human Resources Operations
Local 5618
Patricia WongHuman Resources Consultant
Local 5623
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