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HomeMy WebLinkAbout14 Human Resources Report 8, 6 Nov 200041 OTTAWA - CARLETON DISTRICT SCHOOL BOARD REPORT NO. 8, HUMAN RESOURCES COMMITTEE TO: Board of Education DATE: 6 November 2000 A meeting of the Human Resources Committee was held this evening in the Trustees' Committee Room, 133 Greenbank Road, Nepean, commencing at 7:30 pm with Trustee Alex Getty in the Chair and the following in attendance: MEMBERS: Trustees Alex Getty, Lynn Graham, Andrew Lam, Jim Libbey and Sheryl MacDonald ALSO PRESENT: Trustees Albert Chambers and Lynn Scott STAFF: Bonnie Viney, Superintendent of Human Resources & Business & Learning Technologies Judith Hoye, Superintendent of Schools Roger Mills, Legal Advisor Diane Powell, Principal - Carleton Heights PS Tracey Armstrong, Vice - Principal - South Carleton HS Janet Beer, Labour Relations Officer Kathy Duffy, Human Resources Officer Bruce Fraser, Committee Coordinator REPRESENTATIVES: Tony Pearson, Ontario Secondary School Teachers' Federation Lisa Falls, Ottawa - Carleton Elementary Teachers' Federation WM. MERCER LTD: Jack Marshall 1. Approval of Agenda On a motion by Trustee Lam, the agenda was approved as presented 2. Public Ouestion Period There were no questions from the public. Employee Recognition Policy and Procedure Your Committee had before it Report No. 00 -251 seeking approval of Policy P.099.HR, Employee Recognition Plan and to present the accompanying Procedure, PR.621.HR, Employee Recognition Plan for information. Superintendent Viney advised that the proposed policy and procedures were developed following an extensive consultation process conducted by Tracey Armstrong, Vice - Principal, South Carleton Secondary School. Vice - Principal Armstrong outlined the methodology she had used to gather the information used to develop the policy and procedure. She explained that she had consulted with the members of a Futures Group sub - committee, reviewed employee recognition plans in both the public and private sectors, as well as distributing a system wide questionnaire. Human Resources Committee -1- 7 March 2000 ao " During initial discussion the following points were noted: Policy 099.HR • 2.1 a) replace constancy with loyalty • 2.1 a) replace faithful with dedicated Procedure PR.621.HR • remove reference to trustees Trustee Scott moved the recommendation in the report, with the appropriate changes. Superintendent Viney noted, in response to concerns expressed by Trustee Scott, that the number of applications submitted will be limited by the requirement for three people, in addition to the immediate supervisor, to support the nomination. The selection committees would develop a rubric to assist in decision making as well as using the criteria outlined in the procedure. Superintendent Viney agreed that more detail of the process will be included in the procedure. In response to queries by Trustee Graham, Superintendent Viney advised that there is no budget designated for this initiative and that it will be funded through a combination of accounts from Human Resources and the Director's office. It is expected that the costs related to the program will be minimal. Staff agreed to revise paragraphs 3.3 a) and c) of the procedure for clarification. Tony Pearson commented that discussion at the Futures conference included the need to generate a "climate of recognition" within the organization and that he hoped the recognition of staff will be ongoing and frequent. Superintendent Viney remarked that additional initiatives that are developed would be reflected in the long term strategic plan. In response to a query, staff clarified that the Arts Advisory Committee refers to a group of OCDSB staff that share an interest in the fine arts. External groups were not included in the process as the intent of the Employee Recognition program is to acknowledge the contributions of staff. Trustees agreed with a suggestion by Trustee Scott, that the policy should be entitled "Employee Recognition." The motion was carried. On a motion by Trustee Scott therefore, your Committee recommends: THAT POLICY 099.HR, EMPLOYEE RECOGNITION (ATTACHED AS APPENDIX A) BE APPROVED. Trustee Scott gave notice that she will bring forward, at a later date, a motion to establish a broader policy to recognize the contributions of external and community groups. New Business Trustee Graham asked if School Council Chairs are being invited to participate in the Principal selection process. Staff explained that the existing process includes the participation of school council members in a simulation exercise over a five day period. The Committee went in camera at 8:05 p.m. and subsequently adjourned at 9:05 p.m. Alex Getty Chair Human Resources Committee Human Resources Committee -2- 7 March 2000 To PP or Board f Approval —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 OTTAWA - CARLETON DISTRICT SCHOOL BOARD POLICY 099.HR TITLE: EMPLOYEE RECOGNITION Date issued: Last revised: Authorization: Board Next review 10/2003 1.0 OBJECTIVE To establish the framework for the Board's Employee Recognition Plan and provide the criteria for the eligibility, nomination of individuals, and presentation of the various awards, certificates and citations that are encompassed within the Plan. 2:0 POLICY 2.1 Long; Service Revised a) The Board appreciates and values loyalty in its staff and wishes to recognize the contribution of those employees who have given long and dedicated service. b) Those staff members who will have served 10, 20 or 25 years with the Board and its predecessors shall be publicly recognized each year. 2.2 Retirement Tribute a) Permanent employees who have a minimum of five years' service and who will be retiring by 31 August of the current year shall be publicly honoured. 2.3 Recognition Awards Program a) In addition to the above, the Board wishes to recognize and encourage the exemplary accomplishments of staff who consistently demonstrate outstanding service to students that is significantly above and beyond the normal scope of an individual's responsibilities. b) All full-time and regular part -time employees are eligible for the Recognition Awards Program. 3.0 SPECIFIC DIRECTIVES 3.1 Nomination and Selection of Award Recipients Revised a) Trustees, employees or groups of employees, parent/ guardians, or community members may nominate any employee for the Recognition Awards Program, in accordance with Board procedure PR.621.HR Employee Recognition Plan. b) The number of Awards presented annually shall depend on the number of candidates selected in accordance with the procedures. C) The Board's Mission Statement shall be used in determining the selection of recipients. ��— To Board for Approval —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 d) Appropriate selection committee(s) for each award shall be established annually as outlined in procedure PR.621.HR Employee Recognition Plan to determine the recipient(s) of the Awards. 3.3 The Director of Education is authorized to issue such procedures as may be necessary to support this policy. 4.0 REFERENCE DOCUMENTS Board Policy P.048.GOV: Board Guiding Principles Board Procedure PR-621-HR: Employee Recognition Plan a� To Board —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 OTTAWA - CARLETON DISTRICT SCHOOL BOARD PROCEDURE 621.HR PROCEDURE: EMPLOYEE RECOGNITION Date issued: Last revised: Authorization: Senior Staff 03/11/2000 Next review 11/2003 1.0 OBJECTIVE To provide a procedure for managing and coordinating the Board's Employee Recognition Plan. 2.0 RESPONSIBILITY The Superintendent of Human Resources 3.0 PROCEDURES 3.1 Long Service a) The Superintendent of Human Resources will determine annually those staff members who will have served 10, 20 or 25 years with the Board and its predecessor boards by 1 September of the current year. Time spent on (W approved/ recognized leaves and absences will be applied equally towards the 10, 20 and 25 years. Employees may also self - identify with appropriate documentation. b) All present employees who have reached 10, 20 or 25 years of service with the Board and its predecessors will be publicly acknowledged by their immediate supervisor and /or Superintendent. C) Employees, who have completed 25 years of service to the Board, or its predecessors, will be invited to join the Quarter- Century Club. As an expression of appreciation, these employees will be invited to attend a Board - sponsored long service reception. d) Membership in the Quarter- Century Club will also be recognized with a memento that has been chosen by the Director. Delete , tfusteewill be r-eeegnii8ed in the safne manner- as staff L 3.2 Retirement Tribute a) Retiring employees will be identified through their formal letter of retirement to the Board. b) All retiring employees who have a minimum of five years of service will be invited to a Board - sponsored retirement reception. C) The reception will be held annually with the details formalized by the Director in consultation with the Chair of the Board. To Board —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 d) In recognition of the years of service, each employee will receive a memento that has been chosen by the Director in consultation with the Chair of the Board. 3.3 Recognition Awards Pro am Revised a) The Director or designate will send requests for nominations for awards in accordance with the chart attached as Attachment 1. to r'' ails of sell.,,' year-. Each nomination form must be signed by three nominators and the Supervisor of the nominee (see Attachment 2). b) The deadline for submission of nomination forms is two months prior to the presentation date as outlined in Attachment 1. Delete E, A seleEfien cvxiaia4ce,u8 axaxcacca- arzacacxttxccxtc s, rvza convenezvscxccrtrer Revised c) The award recipients will be selected by the Director or responsibility centers as outlined in Attachment 1. Each selection committee will establish a rubric to assist in decision making as well as using criteria as outlined in Attachment 1. d) The Director of Education will choose the recipients of the Director's Citation Awards. e) Recipients of all awards will be publicly acknowledged at a suitable Board meeting. f) The Communications Department will publicly acknowledge the recipients of all awards. 3.4 Celebration Process a) Invitations to the events honouring retirees, long service employees, and award recipients will be extended to all current Board members, all current members of the Director's Council of Superintendents, and a representative from each appropriate association. 4.0 APPENDICES Attachment 1: C►CDSB Employee Recognition Plan Attachment 2: Nomination Form 5.0 REFERENCE DOCUMENTS Board Policy P.099.HR: Employee Recognition Plan 1. LONG SERVICE r r To Board —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 EMPLOYEE RECOGNITION AWARDS PR.621.HR Attachment 1 AWARD DESCRIPTION CRITERIA NOMINATED BY PRESENTATION 10 YEAR SERVICE Framed Ottawa - Carleton Ten years of service Superintendent of Human On site by immediate CERTIFICATE District School Board of five years of service. Resources supervisor presentation certificate 20 YEAR SERVICE PIN Lapel Pin Twenty years of service Superintendent of Human Board meeting in September of service shall be chosen by Resources 25 YEARS SERVICE OCDSB watches with logo - Twenty -five years of service Superintendent of Human Board meeting in October QUARTER CENTURY Quarter Century Club or Resources CLUB other memento selected by the Director Invitation to reception. Membership in OCDSB Quarter Century Club 2. RETIREMENT TRIBUTE AWARD DESCRIPTION CRITERIA NOMINATED BY PRESENTATION RETIREMENT Invitation to the Annual Retirement after a minimum Superintendent of Human Chairman and Director or RECOGNITION Retirement Reception of five years of service. Resources designate Memento for each employee in recognition of the years of service shall be chosen by the Director 0 To Board —14 November 2000 1 As Revised by the Human Resources Committee of 6 November 2000 3. RECOGNITION AWARDS AWARD DESCRIPTION CRITERIA NOMINATED SELECTED BY PRESENTATION BY DIRECTOR'S Plaque Outstanding and significant Trustees and Director Board meeting in CITATION AWARD contribution to the Board and its Director's May or early June students, over an extended period Council of of time, showing a level.of Superintendents imagination, enthusiasm and professionalism that constitutes a worthy model for others. CHAIR'S AWARD Plaque Substantial contribution to the Trustees Chair of the Board meeting in achievement of the aims and Board January objectives of the Board over an extended period of years. Nominated by trustees. TECHNOLOGY Plaque Outstanding commitment to the Business & Business & Board meeting in EXCELLENCE AWARD planning and implementation of a Learning Learning April technology initiative. Technologies Technologies Advisory Advisory Committee Committee COACHING AWARD Plaque Superior commitment and Athletic Athletic Board meeting in OF EXCELLENCE dedication to the advancement of Association Association May the athletic ability of our students. Committee Committee INNOVATION AWARD Plaque Noteworthy contribution to the Administrative Administrative Board meeting in development of innovative Council Council February concepts, suggestions, actions or process improvements that result in immediate and significant ongoing benefit to the Board FINE ARTS Plaque In recognition of extraordinary Fine Arts Fine Arts Board meeting in APPRECIATION dedication to the development of Committee Committee May AWARD Fine Arts within the Board. [a r r To Board —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 MENTORING AWARD Plaque Outstanding contribution and Principals, Director's Board meeting in support provided to the Mentoring Managers, Council of October program that has resulted in having Supervisors, Superintendents a significant impact in the Director's development of a beginning Council of employee. Superintendents COMMUNITY AWARD Plaque In recognition of outstanding efforts Ottawa - Carleton Chair of the Board meeting in in developing a community Assembly of Board March initiative that directly supports the School Councils well -being of our students. MARJORIE LOUGHREY Plaque For continual and distinguished Principals, Arts Advisory Board meeting in LIFETIME excellence in arts education over School Councils Committee June ACHIEVEMENT several years. AWARD OCDSB ARTS STAFF Framed For innovative programming in the Principals, Arts Advisory Board meeting in AWARD Certificate arts during the current year. School Councils Committee June Impact has to be measurable with the student body of an OCDSB school. OCDSB COMMUNITY Framed For exceptional community Principals, Arts Advisory Board meeting in AWARD Certificate contributions to arts education School Councils Committee June during the current year. This award is meant for a community volunteer, individual or group. OCDSB SPECIAL Framed For an exceptional event, exhibition Principals, Arts Advisory Board meeting in EVENT AWARD Certificate or arts package that occurred or School Councils Committee June. was created during the current ear. To Board —14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 PR.621.HR Attachment 2 SECTION 1 Nominee: Award: Work Location: Nominator: EMPLOYEE RECOGNITION AWARDS NOMINATION FORM Position: Signatures: We support the nomination of this candidate for the above award: (1) Name (please print) (2) Name (please print) (3) Name (please print) SECTION 2 Why does the nominee deserve an Award? What specific performance has the nominee demonstrated with respect to an action, achievement, suggestion or innovation that has resulted in an outstanding contribution to the Board? T and — To Bo 14 November 2000 As Revised by the Human Resources Committee of 6 November 2000 SECTION 3 I concur that this nomination meets Ottawa - Carleton District School Board's criteria for this Award. Supervisor of Nominee: (please print) Position: Da te: Signature: