- Recruitment & Selection
- Hiring Process – Temp/Casual Employee
- Health & Safety
- Medical Leaves & Return to Work
- Leaves of Absence
- Tuition Assistance/Bursary
- Employee Relations
- Faculty Tenure, Promotions, Appointments
- Work-Related Policies
It is important when developing budgets for grant proposals or other purposes to have accurate costing information for staff resources. Please contact Tim for assistance with costing, recruitment and selection.
Whether or not you choose to use Tim’s services, you MUST inform her when you have hired anyone considered to be an employee of the School of Nursing. This is to ensure that we have contracts in place, that employees receive required health and safety training, and that we have up-to-date contact lists. Melinda will need to enter Temporary/Casual employees into Mosaic. Paperwork required to do this is listed below.
If you are planning to contract with an individual or unincorporated company for services, the Independent Contractor Questionnaire (ICQ) and corresponding process must be completed before any contract is finalized or services provided. Through this process, we will determine whether the individual/unincorporated company meets the criteria for an Independent Contractor (IC) or whether they will be considered an employee of McMaster.
This policy has been implemented to satisfy increasingly stringent Canada Customs & Revenue Agency (CCRA) guidelines. Following this policy will ensure that we are not in contravention of CCRA rules. Please note that the policy has a clear stipulation that when the ICQ returns without a clear mandate of employee or IC, we are required to err on the side of employee.
This policy has ramifications for the hiring of existing University staff to complete “outside” work. Previously, staff could be hired and paid through cheque requisition to their own company. In most cases, this will no longer be allowed as existing employees almost always are evaluated to fall under the employment relationship when completing the ICQ. This means that there are additional costs (approximately 14% to cover manadatory employment-related costs, or MERCs such as EHT, CPP, EI, etc) on top of the individual’s salary if you are hiring a Unifor, TMG or Temporary/Casual person to complete work. Please talk to Tim or your Finance representative when you are budgeting to ensure that you have sufficient funds to pay the individual of your choice.
- Process Flow Chart (Approval and Payment)
- Guidelines for Interpreting the Independent Contractor Questionnaire (ICQ)
- Contract Template – Value > $5,000
- Contract Template – Value < $5,000
What is the difference between a Unifor and Temporary/Casual and how do I know which category I should use for hiring purposes?
Staff who are part of the Unifor union receive benefits, paid vacation time, etc. Staff that are “temporary/casual” staff cannot be in a position longer than 12 months; if the position you are looking to fill will be longer than 12 months, you must hire as a Unifor position.
What should I budget for benefits costs in addition to salary?
Unifor Staff – This is a sliding scale based on annual salary that ranges between 27.78% for someone earning $120,000 to 45.16% for someone earning $20,000. This means that part-time employees have greater benefits costs. Please contact Tim for an accurate estimate.
Temporary/Casual Staff – Benefits costs of 14% should be added on to all salary costs. This pays for 4% vacation pay in lieu of paid vacation (required under the Employment Standards Act) and mandatory employment-related costs (MERCs) including EI, CPP, EHT, etc.
What are the steps in the Unifor or TMG hiring process?
Develop a Job Description and supplementary documentation, and job posting – a ½ page summary of the job to be put on the website).
- The Job Description must be evaluated by the Job Rating Committee. This can take from 4 – 6 weeks, depending on how busy the committee is. Please plan your time accordingly.
- Once the job has been rated, Tim will contact you with the rating and will let you know if there are any Priority Placement candidates. Review Priority Placement candidates, if any. If a suitable Priority Placement candidate is found, interview the candidate and make a decision about suitability.
- If no suitable Priority Placement candidates exist, post the position.
- Review resumes and decide on candidates to interview.
- Interview candidates.
- Check references on top candidate(s).
- Make job offer.
How long will it take to recruit and select a Unifor or TMG candidate?
From the time you begin job description development to having the candidate start, it will take a minimum of 10 weeks. The process may take significantly longer.
What are the steps in the Temporary/Casual hiring process?
There are two categories of temporary/casual employees:
- Casual – to provide additional help on an as needed basis with no set schedule. This arrangement exists where there is a need to maintain ties with an individual who has a required skill set, and whose assistance is needed only from time to time.
- Temporary – appointments of at least 6 months, but less than 12 months in duration.
- Fill out the new Request to Hire Temp/Cas Employee Form and send in to Melinda in SON HR.
- The employee will be required to create a MACID in MOSAIC.
- SON HR will then use the information you provided to link the employee to the position, and produce an offer letter.
The employee will then accept the position, and provide the following documentation to SON HR to set the employee up on payroll:
- Signed employment offer letter
- Employee Deposit & Work Authorization Information Form, including void cheque/banking information
- Federal and provincial tax forms
- Candidate Information Form
- Photocopy of SIN card
How long will it take to recruit and select a Temporary/Casual candidate?
If you have a candidate in mind, Temporary/Casual recruitment can be quite quick. If you do not have a candidate in mind, attracting a suitable applicant pool can take time. You should plan on 4-6 weeks from the time that you begin job description development.
Melinda Sese is responsible for all temp/casual employee payroll in the School of Nursing.
In order for Melinda to pay your temp/casual employees, please have the employee fill out the SON Payroll timesheet template, by 12:00pm each Thursday for the hours worked that week. Please see the payroll schedules below. Hours received after the deadline will NOT be processed for the upcoming pay period. Please ensure that all fields are filled out accurately. THIS FORM MUST BE USED AND ALL FIELDS MUST BE COMPLETED OR PAYROLL WILL NOT BE ENTERED.
If you are entering payroll yourself through Mosaic, please email Tim when you have entries that you need approved. These are also due by noon on Thursday each week for the hours worked that week. Please remember to keep paper copies of payroll entries for your files.
To learn more about McMaster University, all new employees are welcome to attend the New Employee Orientation program. For further information and details, please go to: www.workingatmcmaster.ca/neo/.
If you are injured or suffer a near miss/close call while on campus or performing your job duties, you must fill out an Injury/Incident Report form and return it to Tim with 24 hours of the incident. If Tim is unavailable, please provide it Melinda Sese in HSC-2J20. If you have any questions about filling out the form, please see Tim. Click here for more information on what to do in case of an injury.
All full-time and part-time faculty and staff in the School of Nursing are required to complete approxmiately ten (10) Health & Safety training sessions as detailed below within one month of starting with the School. Any Health & Safety related questions can be addressed to Tim or Melinda.
Most training sessions are now available online at http://www.workingatmcmaster.ca/eohss/training/ and //fhs.mcmaster.ca/safetyoffice/. While McMaster encourages employees to attend in-person sessions where possible, this online training can be used to fulfill Health & Safety training requirements.
In order to have fully completed a Health & Safety training session, you must:
- If you complete the online training, please submit the Training Summary print out as proof of completion to Melinda Sese in HSC 2J19a.
- If you attend in-person training, you must email Melinda Sese at firstname.lastname@example.org following the session, indicating the training you completed and the date.
(only for those who supervise staff and/or students)
This course reviews Supervisor's duties & responsibilities under the Ontario Occupational Health and Safety Act as well as provides tools and information to assist supervisors in fulfilling their workplace role.
You are deemed to be a supervisor if you are:
- a person who has charge of a workplace
- a person who hires or fires an employee
- a person who plans and distributes work
- a person who disciplines an employee or recommends any of the above
All faculty must complete Due Diligence training as you both have charge of a workplace (classroom) and plan and distribute work to students while you are teaching/tutoring. Due Diligence training is required every 3 years.
All McMaster employees are required to complete Fire Safety training on an annual basis. If you have attended a McMaster Fire Safety training session before, the annual update can be waived if you are able to successfully complete the relevant quiz. The completed quiz must be returned to Tim.
All McMaster employees are required to complete WHMIS training. There are three types of WHMIS sessions:
For all employees working in an office setting (unless using controlled chemicals). If you are not supervising students in a clinical setting or in a lab, this course is sufficient. You only need to take this once.
All School of Nursing employees are required to complete ergonomics training.
All School of Nursing employees are required to complete Slips, Trips & Falls training.
If you are working in the Health Sciences Centre, you must also complete Asbestos Awareness training.
All School of Nursing employees are required to complete Violence and Harrassment Prevention training.
If you are working in the Health Sciences Centre, you must also complete Code Awareness and Lockdown training.
All School of Nursing employees are required to complete H&S Orientation training.
All School of Nursing employees are required to complete Accessibility Awareness training.
All medical leaves of absence MUST be reported to Tim. He will assist you and/or your employee with navigating the short-term disability, long-term disability and return-to-work processes.
If you are considering a non-medical (e.g. maternity/parental/educational) leave of absence, you must fill out the Request for Leave of Absence form. Please give a copy of the form to Tim. If you would like assistance with leave of absence planning, please contact Tim.
If you would like assistance with an employee or labour relations issue, please contact Tim.
Tenure, Promotion and Appointment policies in the School of Nursing follow the McMaster University Revised Policy and Regulations with Respect to Academic Appointment, Tenure and Promotion (2007; the “Yellow Document).
Tenure/CAWAR and Promotion to Associate or Full Professor
Applications for Tenure/CAWAR and promotion to Associate or Full Professor are due in June of each year. Please see these guidelines for more information: Tenure/CAWAR Promotion Guidelines
Contractually Limited Reappointments
Contractually Limited Appointments (CLA) are reviewed in the fall before the June they are set to expire (i.e. if your appointment will expire in June 2008, your application is due in October 2007). Applications for promotion (e.g. from Lecturer to Assistant Professor) must be put forward at the same time as your application for reappointment. Please see these guidelines for more information: Contractually Limited Reappointment Guidelines
Part-Time Faculty Reappointments
Part-Time Faculty Reappointments are reviewed in the winter before the June they are set to expire (i.e. if your appointment will expire in June, your application is due in February). Applications for promotion (e.g. from Clinical Lecturer to Assistant Clinical Professor) must be put forward at the same time as your application for reappointment.
For more information, please contact: Laura Miller, Academic Resources Coordinator at email@example.com.
ALL full-time faculty should be maintaining an Educational Dossier. These may be requested for reappointments, tenure/CAWAR, or promotion decisions. Please see these guidelines for more information: Education Dossier
Full-time faculty with Tenure/CAWAR may be eligible for research leave. Research leave applications are due on October 31 of each year for leaves beginning the following academic year. Research Leave Proposal Form