HR Procedures

Okanagan College's HR Procedures outline practices that are not dealt with in the employment policies or collective agreements.

The HR Procedures have been organized in order of the employee lifecycle. This means that procedures relating to the recruitment and selection process will come before procedures that are relevant to an existing employee, and procedures relating to departing employees are near the end, as follows:

1 Classification and Reclassification 
2 Recruitment and Selection
3 Salary Administration
4 Payroll
5 Employee Orientation
6 Benefits and Pension
7 Workload and Work Schedule
8 Professional and Career Development
9 Service and Seniority
10 Leaves
11 Change in Employment Status (Departing Employees)
12 Miscellaneous

 



If you cannot find a procedure related to your concern or if you need clarification, please contact your Human Resources Advisor:

 

 

 

HR Procedures

1 Classification and Reclassification 
Classification - New Positions and Reclassifications (Exempt)
     Form: Exempt Classification Process Checklist
   Form: Request for Appeal
Reclassification - Employee Initiated (Support)
              Classification and Reclassification - Employer Initiated (Support)
Classification Procedure (Non-Regular Support Staff)
              Request for Classification Review

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2 Recruitment and Selection
Posting, Advertising and the Use of Executive Search Firms
Recruitment & Selection
              Selection Committee Expenses
              Candidate Interview Expenses
                    Form:  Expense Reimbursement Form (non-employees)
              Relocation Expenses
Recruitment & Selection – Research Associates
Departmental Work Assignments (Regular Part-time, Sessional and Non-Regular Support)
Hiring – Non-Regular Employees
Recruitment & Selection – Research Assistants
Hiring Students
Recall Rights & Recruitment
           
Direct Appointments to Exempt Positions

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3 Salary Administration
Placement on Salary Scale (Exempt)
Placement on Salary Scale (Support)
              Evaluation of New Qualification - Faculty and Vocational
Salary Increments
Compensatory Time Off
Promotion or Transfer (Exempt Employees)
Promotions (Support)
Transfer to Lower Classification (Support)
Salary Overpayment
Honoraria
Substitution Pay or Stipends (Exempt Employees)
Substitution Pay (Regular Support Staff)

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4 Payroll
Direct Deposits - Multiple Bank Accounts
Timesheets (Deadlines and Information)
Overtime Reporting

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5 Employee Orientation
College Orientation for New Employees
Department / Division Orientation of New Employees
Bargaining Unit Orientation

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6 Benefits and Pension
Electronic Group Benefits Guide
College and Municipal Pension - Eligibility and Enrolment
Change of Personal Information

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7 Workload and Work Schedule
Alternative Work Arrangements and Modified Work Week
Shared Regular Appointments
Secondment of Bargaining Unit Employees and Attached Positions
Multiple Appointments
Workload Credit for Travel Time
Class Preparation Time (Vocational)
Non-Regular "Substitute" Vocational Instructors
Distance Education Course Development & Revisions (Faculty)
Distance Education Course Development & Revisions (Vocational)
Distance Education Courses (Faculty)
Distance Education Courses (Vocational)
Appointment (Contract Cancellation (Faculty)
              Faculty (Term) Right of Accrual
Curriculum Development, Professional Development and Non-Instructional Work Duties

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8 Professional and Career Development
Professional Development / Staff Development
Professional Registration and Membership Costs
Educational Leave (Support Staff)
Extended Study Leave Guidelines
              Professional Development (Faculty)

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9 Service and Seniority
Recognition of Retirements and Long Term Service (of OC Employees)
Evaluations
Letters of Censure / Discipline
Dispute Resolution Procedures

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10 Leaves  
10.0 Vacation 
Vacation Scheduling 
 
10.1 Holidays
Christmas Floater (Support)
 
10.2 Family
Maternity and Parental Leave
         
Compassionate Care leave
 
10.3 Illness and Injury
Sick Leave - Reporting of Absences
 BCGEU Support Staff Joint Early Intervention Program (JEIP)
               
10.4 Union Business
Union / Association Business - Leaves
 
10.5 Civic
Elections - Time off to Vote
 
10.6 General
Leave of Absence Without Pay
 
10.7 Other
Medical / Dental Appointments
Voluntary Emergency Work
Exchange Leave

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11 Change in Employment Status (Departing Employees)
11.0 Resignation and Retirement
Service Recognition on Retirement (Faculty)
Retirement Recognition
Access to College Facilities by Retirees
11.1 Termination
Probation Period
Post Layoff
11.2 Applicable to all Employment Status Changes
Resignation and Retirement Procedure
Exit Questionnaire and Interviews

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12 Miscellaneous
Determining Employee / Employer Relationship (Contractors)
Contracts for Service
Personnel File Access
Freedom of Information and Protection of Privacy Act
Alcohol in the Workplace
   

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