Human Resources

 

Recruitment & Selection

It is important when developing budgets for grant proposals or other purposes to have accurate costing information for staff resources. Please contact Robin for assistance with costing, recruitment and selection.

Whether or not you choose to use Robin’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. Robin will need to enter Temporary/Casual (Roll 3) employees into MacVIP. Paperwork required to do this is listed below.

Process for Determining Status as Independent Contractor (IC) Versus McMaster Employee

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 per the Policy on Payments to Individuals (Independent Contractors) Versus Employees.

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, Roll 1 or 3 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 Roll 1 or Roll 3 person to complete work .  Please talk to Robin when you are budgeting to ensure that you have sufficient funds to pay the individual of your choice.

Resources:

• Process Flow Chart (Approval and Payment)
• Guidelines for Interpreting the Independent Contractor Questionnaire (ICQ)
• Contract Template – Value > $5,000
• Contract Template – Value < $5,000
• Assessment of University Specific Situations

Frequently Asked Questions

What is the difference between a Roll 1 and a Roll 3 position and how do I know which category I should use for hiring purposes?
Roll 1 staff are a part of the CAW union and receive benefits, paid vacation time, etc. Roll 3 staff are “temporary/casual” staff. You cannot have a Roll 3 person in a position longer than 12 months; if the position you are looking to fill will be longer than 12 months, you must hire through Roll 1.

What should I budget for benefits costs in addition to salary?
Roll 1 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 Robin for an accurate estimate.

Roll 3 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 Roll 1 hiring process?Develop a Job Description and supplementary documentation (Recruit & Position Form, Budget Form, and job posting – a ½ page summary of the job to be put on the website).

1. 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.
2. Once the job has been rated, Robin 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.
3. If no suitable Priority Placement candidates exist, post the position.
4. Review resumes and decide on candidates to interview.
5. Interview candidates.
6. Check references on top candidate(s).
7. Make job offer.

 

How long will it take to recruit and select a Roll 1 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 Roll 3 hiring process?

EFFECTIVE AUGUST 20, 2007: With the implementation of the new MacVIP payroll system, some changes have been made to the temporary/casual (Roll 3) hiring processes. Under the new system, there are three categories of temporary/casual employees:

1. Casual – to provide additional help on occasion 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.
2. Temporary – appointments of at least 6 months, but less than 12 months in duration.

 

Hiring Process – Temp/Casual Employee:

1. Fill out the new SON Temp/Cas Employee hire form and send in to SON HR.
2. SON HR will use the information you provided to set up the employee in MacTRAC, and produce an offer letter.
3. The employee will be given instructions on how to create an account in MacTRAC, accept the position, and provide the following documentation to SON HR to set employee up on payroll:
   
   a. Signed employment offer letter
   b. Contact & Deposit Information Form, including void cheque/banking information
   c. Federal and provincial tax forms
   d. Photocopy of SIN card
   e. Recruit & Position Form – Sections B, C & D only
   

How long will it take to recruit and select a Roll 3 candidate?
If you have a candidate in mind, Roll 3 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.

 

Payroll

Nancy Wells is responsible for all temp/casual employee payroll in the School of Nursing. 

In order for Nancy to pay your temp/casual employees, please have the employee fill out the SON Payroll timesheet template, by 12:00pm each Friday 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.

Please note that McMaster graduate students (Roll 4) are still paid on a monthly basis. Please follow this link to their pay schedule: http://graduate.mcmaster.ca/payment-services/payroll-information

If you are entering payroll yourself through MacVIP, please email Robin when you have entries that you need approved. These are also due by noon on Friday each week for the hours worked that week. Please remember to keep paper copies of payroll entries for your files. Please see your MacVIP training binder for more information you will need to know if you are entering your own payments.

 

Orientation

The School of Nursing human resources team provides a centralized orientation for all *New* Employees. These sessions are open to all staff/faculty/supervisors who wish to attend and learn more about the School of Nursing, the University, and HR policies and procedures. These sessions will be held quarterly and the next scheduled session will take place on Thurs., January 12th, 2012 at 12:30 p.m. in HSC-2J14. It is up to the discretion of each individual employee’s supervisor to allow them to attend this session.

For part-time faculty, an employee handbook is available to you and can be obtained through the BScN office in HSC-2J36b. For new staff and new supervisors, handbooks are available and can be obtained through one of the School of Nursing HR team members. A toolkit specific to supervisors that will allow for a smooth process in the onboarding of all new employees is in the works...more to come!

 

Benefits

Click here for more information on benefits offered to McMaster employees.

Commonly Requested Forms

 

Health & Safety

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 Robin with 24 hours of the incident. If Robin is unavailable, please provide it Nancy Wells in HSC-2J19a. If you have any questions about filling out the form, please see Robin. Click here for more information on what to do in case of an injury.

Required Health & Safety Training
All full-time and part-time faculty and staff in the School of Nursing are required to complete between six (6) and ten (10) Health & Safety training sessions as detailed below within three months of starting with the School. Any Health & Safety related questions can be addressed to Robin or Nancy.

Most training sessions are now available online at http://cll.mcmaster.ca/eohss/. 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:

A. If you complete the online training, you must print out and complete the relevant test record. Completed test records must be returned to Nancy Wells in HSC 2J19a.

B. If you attend in-person training, you must email Nancy Wells at wellsn@mcmaster.ca following the session, indicating the training you completed and the date.

 

Required Training

1. Due Diligence Training for Supervisors
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 2 years.

• Due Diligence training schedule (in-person)
• Due Diligence training (online)

2. Fire Safety Training
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 Robin.

For employees working in hospital-hosted locations:

• Fire Safety training schedule (in-person)
• Fire Safety training (online)
• Fire Safety quiz

For employees working elsewhere on campus:

• Fire safety training schedule (in-person)
• Fire safety training (online)
• Fire safety quiz

3. WHMIS Training

All McMaster employees are required to complete WHMIS training. There are three types of WHMIS sessions:

A. Clerical/Office WHMIS – 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.

• Clerical WHIMS schedule (in-person)
• Office WHIMS (online)

B. Technical WHMIS – This is for employees working in laboratories. An annual update is required. Please note that only the update can be completed online. You must first attend an in-person session.

• Tech WHMIS training schedule (in-person)
• Tech WHMIS update (online)

C. Clinical WHMIS – This is for faculty supervising students in a clinical setting. An annual update is required. You must attend in-person training the first time. Updates can be completed online.

• Clinical WHMIS training schedule (in-person)
• WHMIS update (online)

4. Ergonomics Training
All School of Nursing employees are required to complete ergonomics training.

• Ergonomics training (online)

5. Slips, Trips & Falls Training
All School of Nursing employees are required to complete Slips, Trips & Falls training.

• Slips, trips & falls training (online)

6. Asbestos Awareness Training
If you are working in the Health Sciences Centre, you must also complete Asbestos Awareness training.

• Asbestos Awareness training (online)

7. Violence and Harrassment Prevention Training
 All School of Nursing employees are required to complete Violence and Harrassment Prevention training.

• Violence and Harrassment Prevention training (online)

8. Accessibility Awareness Training
All School of Nursing employees are required to complete Accessibility Awareness training.

• Accesibility Awareness Training (online)

 

Medical Leaves and Return-to-Work

All medical leaves of absence MUST be reported to Robin. She will assist you and/or your employee with navigating the short-term disability, long-term disability and return-to-work processes.

 

Leaves of Absence (non-medical)

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 Robin. If you would like assistance with leave of absence planning, please contact Robin.

 

Tuition Assistance/Bursary

Click here for policies on tuition assistance and bursary benefits.

 

Employee Relations

If you would like assistance with an employee or labour relations issue, please contact Robin.

Faculty Tenure, Promotions, Appointments

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 2008, your application is due in February 2008). 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. Please see these guidelines for more information: Part-Time Reappointment Guidelines

Educational Dossiers
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

Research Leave
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

 

Work-Related Policies