FM 1

Non-Contract Employees

Terms
and
Conditions
of
Employment

Updated: September 30, 2009
Updates in bold italics

TABLE OF CONTENTS
1.0 INTRODUCTION................................................................................................................................ 4
2.0 ASSOCIATION MEMBERSHIPS ...................................................................................................... 4
3.0 BRIDGING OF SERVICE .................................................................................................................. 4
4.0 BUSINESS / TRAVEL EXPENSES / AUTOMOBILE INSURANCE ................................................. 4
5.0 COMPENSATION .............................................................................................................................. 5
5.1 Compensation Philosophy.............................................................................................................. 5
5.2 Salary Ranges ................................................................................................................................ 7
5.3 Compensation Strategy .................................................................................................................. 7
5.4 Pay for New Hires........................................................................................................................... 8
5.5 Voluntary Transfer to a Job with a Lower Salary Range ................................................................ 8
5.6 Involuntary Transfer to a Job with a Lower Salary Range ............................................................. 8
5.7 Lateral Transfer .............................................................................................................................. 9
5.8 Promotional Increases.................................................................................................................... 9
5.9 Reclassification of a Job to a Higher Salary Range ....................................................................... 9
5.10 Wage Protection ............................................................................................................................. 9
5.11 Salary Differentials Related to Supervisory Relationships ............................................................. 9
5.12 Salary Administration Procedures ................................................................................................ 10
5.13 Special Adjustments ..................................................................................................................... 10

6.0 EMPLOYEE AND FAMILY ASSISTANCE PROGRAM.................................................................. 10
7.0 EXEMPT AND SAVE HARMLESS.................................................................................................. 10
8.0 GROUP BENEFITS PROGRAM ..................................................................................................... 11
9.0 HOURS OF WORK .......................................................................................................................... 13
10.0 LEARNING AND DEVELOPMENT ................................................................................................. 13
11.0 LEAVES OF ABSENCE .................................................................................................................. 13
11.1 Maternity ....................................................................................................................................... 13
11.2 Parental ........................................................................................................................................ 14
11.3 Adoption........................................................................................................................................ 15
11.4 Bereavement ................................................................................................................................ 16
11.5 Court Appearance......................................................................................................................... 17
11.6 Personal........................................................................................................................................ 17
11.7 Short Term Sick ............................................................................................................................ 17
11.8 Compassionate Care.................................................................................................................... 18

12.0 ON – CALL ...................................................................................................................................... 18
13.0 OVERTIME....................................................................................................................................... 18
13.1 Non-Management Employees ...................................................................................................... 18
13.2 Management Employees.............................................................................................................. 18

14.0 PART-TIME EMPLOYEES .............................................................................................................. 19
15.0 PENSION PLAN .............................................................................................................................. 19
16.0 PORTABILITY ................................................................................................................................. 19
17.0 PROBATIONARY AND QUALIFYING PERIODS........................................................................... 19
17.1 Probationary Periods .................................................................................................................... 19
17.2 Qualifying Periods......................................................................................................................... 20

VIHA Terms & Conditions of Employment – Non-Contract Employees September 30, 2009 Page 2 of 26

18.0 RETIREMENT ALLOWANCE ......................................................................................................... 20
19.0 STATUTORY HOLIDAYS................................................................................................................ 20
20.0 TERMINATION OF EMPLOYMENT – VOLUNTARY ..................................................................... 21
21.0 TERMINATION OF EMPLOYMENT – INVOLUNTARY.................................................................. 21
21.1 With Cause ................................................................................................................................... 21
21.2 Without Cause .............................................................................................................................. 21
21.3 Fixed Term Employment Relationships........................................................................................ 21
21.4 Indefinite Term Employment Relationships.................................................................................. 22
21.5 No Compensation Required With Working Notice ....................................................................... 22
21.6 Severance Payments ................................................................................................................... 23
21.7 Duty To Mitigate............................................................................................................................ 23
21.8 Outplacement Services ................................................................................................................ 24

22.0 VACATION....................................................................................................................................... 24
23.0 WORKERS’ COMPENSATION LEAVE .......................................................................................... 25
24.0 LONG TERM DISABILITY............................................................................................................... 25
APPENDIX A .............................................................................................................................................. 26


1.0 INTRODUCTION

This document provides information on Terms and Conditions of Employment relating to hours
of work, compensation and benefits, and general working conditions for Non–Contract
Employees.

2.0 ASSOCIATION MEMBERSHIPS

Subject to available funding, prior approval, and organizational guidelines, individual
membership for professional associations that have direct benefit to VIHA may be paid as
follows:

■ Directors - Up to two memberships.
■ Managers and other Non-contract Employees - One membership.

This includes memberships required to maintain an employee’s professional designation.

3.0 BRIDGING OF SERVICE

If a full-time employee resigns from employment as a result of a decision to raise a dependent
child or children residing with the employee, and is subsequently re-employed by VIHA, upon
application, the employee shall be credited with length of service accumulated at the time of
resignation. The following conditions shall apply:

The employee must have completed three (3) consecutive years of full-time service with
VIHA.
The resignation must indicate that the reason for termination is to raise a dependent
child or children.
The break in service shall be for no longer than three (3) years, and during that time the
employee must not have engaged in remunerative employment for more than six (6)
months cumulative.
The employee must serve a six (6) month probationary period.
An employee returning to work under this clause shall retain the years of service for
entitlements such as vacation entitlement and retirement severance payments.
Other than years of service for entitlements, VIHA will not extend or be responsible for
any other entitlements or rights under this provision.

4.0 BUSINESS / TRAVEL EXPENSES / AUTOMOBILE INSURANCE

Reasonable out-of-pocket expenses for business-related activities and travel shall be
reimbursed to employees pursuant to VIHA Policy 4.4.1 – Reimbursement of Travel Expenses.
An employee who is required to use his/her personal vehicle for the employer’s business must
ensure that his/her vehicle has adequate auto insurance to cover the business purpose for
which it is used. Upon production of satisfactory documentation, VIHA will reimburse the
employee the additional cost of insurance for business use.


5.0 COMPENSATION

5.1 Compensation Philosophy
Introduction
VIHA believes in providing employees with a challenging workplace, support for their
development and rewards for their contribution. In return, VIHA expects employees to
accept accountability and to develop, and effectively apply, the skills needed to meet
organizational objectives.

VIHA provides and maintains a total compensation program compatible with, and
supportive of, the overall organizational philosophy. This total compensation program or
total rewards strategy includes a number of components:

■ Provincial range adjustments
■ Salary progression linked to performance;
■ Insured benefit programs, pensions, and other perquisites;
■ Learning and development; and
■ Acknowledgement and recognition.

Direct Compensation
VIHA believes in treating employees equitably and strives to achieve equity through its
compensation policies and practices in three (3) key areas:

■ Internal equity through an Evaluation System;
■ External equity by comparison to the relevant external market (other health
authorities); and
■ Individual equity by acknowledging that employees have different levels of
experience and performance.

Direct compensation (salary) will be:

■ Internally equitable in relation to the value of each job; and
■ Externally competitive in relation to the provincial health care sector and other
relevant comparators.

Indirect Compensation
Indirect compensation (such as benefits, pensions, vacations, and paid leaves) will be:

■ Competitive with the practices of the provincial health care sector.

Roles and Responsibilities
Salary administration at VIHA is based on shared responsibility:

The Vice-President, People and Organizational Development, Practice and
Chief Nurse Executive is accountable to:

■ Develop and revise policies governing salary administration for approval by
the Executive;
■ Direct the salary administration process; and
■ Provide guidelines to managers to ensure that salary decisions are made on
a sound and consistent basis throughout VIHA.


Managers are accountable to:

■ Administer compensation policies consistent with VIHA’s compensation
philosophy and framework;
■ Evaluate the performance of their employees; and
■ Establish actual rates of pay in consultation with Human Resources.

Compensation Systems

■ The Compensation Philosophy identifies how pay will be determined in
relation to pay trends in the labour market.
■ Salary structures provide the framework for establishing and adjusting
employees’ salaries.
■ Role analysis, role descriptions and role evaluations are used to
establish the internal VIHA hierarchy that reflects the relative value of jobs.

Design of the Salary Plan
The Salary Plan is designed to reflect the needs of the organization, our employees and
to ensure compliance with industry guidelines.

■ Establishes a salary range for each job and a mechanism for salary
progression.
■ Provides for and links annual salary progression to individual performance
and organizational goals.

Performance Recognition and Development
VIHA believes that a well-designed and supportive performance recognition and
development program presents a significant opportunity to:

■ Align individual performance expectations with organizational goals and
objectives;
■ Support quality initiatives;
■ Support the career planning process, and
■ Provide a basis for pay progression and a re-earnable merit compensation
program.

VIHA relies on individual performance to:

■ Help define individual performance expectations;
■ Provide ongoing opportunities for managers to coach and encourage
personal development; and
■ Provide a framework for staffing and succession planning decisions.

Fundamental to achieving VIHA’s overall strategic direction is a management philosophy
that embraces the following guiding principles concerning performance, recognition and
development:

■ A partnership between VIHA and its employees;
■ A linkage to the vision, mission and values of the organization;
■ A focus on performance recognition and development, individual success
and job satisfaction;


■ An opportunity for employees to participate in the development of objectives
and performance criteria; and
■ A means of promoting fair, honest and constructive communication between
the manager and employee regarding expectations and performance to
ensure a reliable and valid measure of performance.

Nomenclature
Role Titles
To promote consistency throughout the organization, role titles will be established in
consultation with Human Resources and in accordance with the overall
organizational direction.

Organizational Units
The nomenclature for organizational units will reflect the hierarchy of VIHA and will
be linked to the role title guidelines.

Employee Status
There are five (5) categories of employee status used to determine employee
compensation, benefits and terms and conditions of employment. These are:

Regular Full-time: employed on an ongoing basis to work full-time hours, 37.5
hours per week or 1950 hours per annum.
Regular Part-time: employed on an ongoing basis to work part-time hours
greater than or equal to 15 hours per week.
Temporary Full-time: employed for a definite period to work full-time hours.
Temporary Part-time: employed for a definite period to work part-time hours.
Casual: employed on an intermittent basis, as required.

5.2 Salary Ranges
HEABC is responsible to provide health care employers with salary reference ranges.
Salary reference ranges are adjusted on a periodic basis to reflect changing labour
market conditions.

Salary ranges for all non-contract jobs within VIHA will be developed in consultation with
HEABC, utilizing the Health Sector’s Compensation Reference Plan.

For a table illustrating the Compensation Strategy, please refer to Appendix A
5.3 Compensation Strategy
Developmental Portion
Salaries established in the Developmental portion are generally reserved for
individuals who are on a steep learning curve toward mastering the
responsibilities and accountabilities associated with their roles.

The Developmental portion is viewed as a temporary compensation arrangement.
The goal is to move the employee into the Competitive Market Rate portion as
quickly as possible based on a robust personal developmental plan.

Competitive Market Portion
Salaries established in the Competitive Market portion are reserved for individuals
who display full competence in their role.


Progression through the Competitive Market portion is based on the results of the
Performance Recognition and Development Program (PRDP) for Non-Contract
Employees. Progress through this portion is based on the performance levels
that follow:

Performance Level Eligible Increase
Not Achieved no increase
Partially Achieved discretionary “lift” increase
Fully Achieved “lift” increase + “step” increase
Exceeded “lift” increase + discretionary multi-step increase
“lift” increase refers to the provincial range adjustments from HEABC to be
implemented April 1st of each year

“step” increase refers to moving a step on the VIHA approved salary
schedule effective October 1st of each year

Reserved Portion (Not applicable for Salary Ranges 1 to 4)
Salaries in the Reserved portion are available to address emergent circumstances
or to address unique operational requirements. Proposed salaries in the reserved
portion are referred to the Non-Contract Advisory Committee for review and
recommendation.

Progression through the reserved portion is generally reserved for application of
a re-earnable merit compensation program. Annual compensation adjustments
established in the reserved portion are based on the results of the PRDP. In order
to be eligible, a rating of “exceeded” must be achieved and is subject to the
review and recommendations of the Non-Contract Advisory Committee.

5.4 Pay for New Hires
The following process will be used to determine the starting salary for new employees:
The job will be defined, evaluated, and assigned a salary range in
accordance with the Health Sector’s Compensation Reference Plan, in
consultation with HEABC.
The starting salary will be determined following consultation with Human
Resources and will take into account the new hire’s experience, skills and
competencies, and current placement of incumbents with comparable jobs.

5.5 Voluntary Transfer to a Job with a Lower Salary Range
If an employee voluntarily transfers to a job with a lower salary range, he/she will be
placed at a point in the new range that takes into account experience, skill and
competencies. This new placement will not exceed his/her former rate of pay.

5.6 Involuntary Transfer to a Job with a Lower Salary Range
If an employee is transferred to a job with a lower salary range as a result of
restructuring, the employee will be given the option of accepting:

A new job; or


A notice period pursuant to the Termination of Employment without Cause
section of the Terms and Conditions of Employment.

5.7 Lateral Transfer
A lateral transfer, defined as a different job at the same salary range, does not typically
trigger a salary adjustment.

5.8 Promotional Increases
Pursuant to Section 5.5, promotion to a job with a higher salary range will be determined
following consultation with Human Resources and will take into account the employee’s
experience, skills and competencies, and current placement of incumbents with
comparable jobs.

Acting assignments. An acting assignment is defined as temporary relief in a higher
rated job and/or the addition of an extra job. Employees who are officially designated as
Acting, in the absence of the incumbent, for a minimum of three weeks, are eligible for a
salary increase of up to 10% for the duration of the Acting assignment.

5.9 Reclassification of a Job to a Higher Salary Range
Upon reclassification, the employee may receive a salary increase up to his/her
comparison-ratio.

5.10 Wage Protection
Where, through reclassification or a new assignment pursuant to Section 5.7, an
employee’s current salary is greater than five percent (5%) in excess of the competitive
market rate maximum of their former classification or of their new job to which they are
now assigned, their salary will be reduced.

Where this occurs wage protection will be provided as follows:

The employee’s salary will be frozen at the higher rate for a period of one year after
which their salary will be reduced to one-half the difference between the higher rate and
the competitive market rate maximum for the reclassified or new job. The reduced rate
shall be frozen until such time as the rate of the reclassified or new job equals or
exceeds that of the frozen rate.

5.11 Salary Differentials Related to Supervisory Relationships
To alleviate compression, which may result from the supervision of bargaining unit
employees, as a general guideline, the actual base salary of the supervisor may be
adjusted up to a maximum of 12% higher than the actual base salary of his/her highest
paid unionized employee.

The Manager determines whether the supervisor’s salary should be adjusted and
recommends the amount of the salary differential to Human Resources. The guideline
provides for a differential of up to 12% but is not an automatic adjustment as other
factors are considered, such as the skills, knowledge, experience, and abilities of the
supervisor. After analyzing the particular circumstances of each salary compression
application, Human Resources will develop a recommended approach for approval by
the Corporate Director, HR, Employee Services, consistent with Health Care’s
Compensation Reference Plan.


5.12 Salary Administration Procedures
VIHA recognizes that exceptional circumstances may arise in the administration
of the Compensation Strategy; as such a Non-Contract Advisory Group is in place
to review and make recommendations about the compensation and titling of new
and revised roles in exceptional circumstances.

5.13 Special Adjustments
On occasion, adjustments outside of the normal salary schedule and guidelines may be
necessary to improve or correct pay relationships between individuals in the same or
comparable jobs. Special adjustments must be brought forward to the Corporate
Director, HR, Employee Services for approval from the Vice-President Human
Resources and Organizational Development, Practice and Chief Nurse Executive or
designate.

6.0 EMPLOYEE AND FAMILY ASSISTANCE PROGRAM

VIHA employees and their eligible family members have access to the confidential services of
an Employee and Family assistance program.

7.0 EXEMPT AND SAVE HARMLESS

VIHA will indemnify and save harmless employees from any loss, costs, damages, fines or
penalties of any nature or kind whatsoever arising from the performance of their duties so long
as such duties were performed in good faith, and with reasonable skill and diligence.


8.0 GROUP BENEFITS PROGRAM

VIHA shall sponsor group benefit plans for employees and their eligible dependents. Employee
participation shall be subject to the rules and regulations of these plans.

All regular and temporary employees and their eligible dependents/spouses will be eligible for
enrolment in the industry standard benefit package inclusive of:

■ Medical Services Plan
■ Extended Health Care Plan
■ Dental Plan
■ Long Term Disability
■ Group Life Insurance
■ Dependent Group Life Insurance
■ Accidental Death & Dismemberment
■ Worldwide Emergency Medical Assistance

Casual employees hired for a specific period may be eligible for limited benefit coverage.

Type Employee Type Description Benefit Package Eligibility Vacation & Sick Benefits
Regular Employee hired into a regular full- Staff/Management Benefit
Employee time or part-time (must work a Package Vacation leave accruals
minimum of 15 hours weekly) Medical Services Plan Sick leave accruals
budgeted position Dental Coverage Paid Statutory Holidays
Extended Health Coverage (4.2% paid in lieu of to Part-
Life Insurance + Accidental Time employees)
Death Coverage
Dependent Life coverage
Long Term Disability
coverage

100% Employer Paid

Temporary Employee hired on a temporary Staff/Management Benefit Vacation leave accruals
Employee basis of at least 1 year, pending Package Sick leave accruals
budget approval for regular Same as above Paid Statutory Holidays
status. Must work a minimum of (4.2% paid in lieu of to Part-
15 hours weekly 100% Employer Paid Time employees)


Term Specific Employee hired for a specified Level 2 Benefit Package Vacation leave accruals
Employee term of employment of 1 year or Same as above but limited Sick leave accruals
more– start and end dates Life Insurance coverage and Paid Statutory Holidays
defined. Must work a minimum of no access to Long Term (4.2% paid in lieu of to Part-
15 hours weekly Disability insurance Time employees)

Example: Hired for a 1-year 100% Employer Paid
project or to provide coverage for
a 12-month maternity leave
position.
Casual Employee Employee hired for a specific term Level 1 Benefit Package
of employment of at least 6 Medical Services Plan 8% paid in lieu of vacation
months and less than 1 year. Limited Extended Health time
Must work a minimum of 15 hours coverage 4.2% paid in lieu of
weekly. Limited Dental coverage statutory holidays
Life Insurance coverage No entitlement to paid sick
Example: Hired for a 6-month $10,000 leave
project or to provide coverage for No access to Long Term
a 7-month sick leave position. Disability insurance
100% Employer Paid

Casual Employee Employee has worked over 187.5 Level 1 Benefits Available 8% paid in lieu of vacation
hours (or has transferred from Medical Services Plan time
Regular or Term employment to Limited Dental coverage 4.2% paid in lieu of
casual status). Limited Extended Health statutory holidays
coverage No entitlement to paid sick
leave
100% Employee Paid
Casual Employee Employee has worked less than Not eligible 8% paid in lieu of vacation
187.5 hours time
4.2% paid in lieu of
statutory holidays
No entitlement to paid sick
leave

Employer Paid benefits will continue for the first 150 hours of unpaid leave (pro-rated for
employees working less than full-time), after which time, if the employee continues to be
on an unpaid leave of absence, they will be given the option of purchasing benefit
coverage at their own expense.


9.0 HOURS OF WORK

Hours of work for a full-time employee will be 37.5 hours per week based upon 7.5 hours per
day. In addition, such extra time as is required to fulfill the normal operational requirements of
the position held is an expectation of all employees.

10.0 LEARNING AND DEVELOPMENT

VIHA recognizes that the quality of its service depends on the competence and commitment of
its human resources. Therefore, VIHA is committed to assisting employees enhance and
develop their knowledge and skills.

VIHA will reimburse the costs for employer-initiated training.

When a work-related development program is requested by an employee the employee’s
manager will review the request. Approval of the request will be subject to budgetary
considerations, operational requirements, relevance to present or future assignments and the
benefit to the delivery of services. Subject to the Manager’s approval, paid time off, and
reimbursement for tuition, materials and other expenses related to the program may be made
available to the employee. Reimbursement of expenses is subject to successful completion of
the program. It should be noted that budgetary considerations may dictate a cost sharing
arrangement between VIHA and the employee.

Where VIHA provides financial assistance to an employee for continuing education with an
external educational institution, the employee may be required to enter a return-of-service
agreement with the employer.

11.0 LEAVES OF ABSENCE
11.1 Maternity
Maternity leave will be granted for a period of up to seventeen (17) weeks without pay.
The leave can begin as early as eleven (11) weeks prior to the expected date of birth.
Employment Insurance (EI) may be available for fifteen (15) weeks of maternity leave.

Maternity Leave Top-up Allowance
During the two-week EI waiting period, eligible employees may be entitled to receive
85% of their normal weekly earnings from VIHA, prorated for eligible part-time
employment. For the remaining 15 weeks employees may be entitled to receive a top-
up to the EI benefit equal to 85% of their normal weekly earnings.

An employee who received Maternity Leave Top-Up Allowance and who fails to return to
a regular position within VIHA for a minimum of six months shall be required to repay to
VIHA the Top-Up Allowance received during the Leave. An employee may elect, prior to
commencement of the leave, to waive the right to Top-Up Allowance.

Benefit Coverage
For the period of maternity leave VIHA will continue to pay, for eligible employees, the
premiums for health and insurance benefits (Medical Services Plan, Extended Health,
Dental, Life Insurance, Long Term Disability and Accidental Death & Dismemberment).

DRAFT - VIHA Terms & Conditions of Employment – Non-Contract Employees September 30, 2009 Page 13 of 26

An employee who received employer paid benefits and who fails to return to a regular
position within VIHA for a minimum of six months shall be required to repay VIHA for any
benefit coverage enjoyed during the Leave. An employee may elect, prior to the
commencement of the leave, to waive the right to benefit coverage during the leave
period.

Pension Plan (B.C. Pension Corporation)
Pension plan contributions by the employee and VIHA will continue during the period of
maternity leave, but only on VIHA top-up earnings for eligible employees. Therefore,
pensionable service will not accrue for the full period of maternity leave. The employee
will however, be eligible to purchase the service upon return to work.

Accruals
While on maternity leave, vacation will accrue at the level to which the employee
would have been entitled had the employee been actively at work. Sick and
statutory holiday credits will not accrue.

Returning To Work
Employees are requested to provide their Manager with as much notice as possible of
their intended return to work date (at least 30 days prior to the end of the leave)

11.2 Parental
Parental leave will be granted for a period of up to thirty-five (35) weeks without pay,
which may be taken by the birth mother in combination with maternity leave.
Thirty-seven (37) weeks parental leave may be granted if the employee is the other
parent or birth mother who is not claiming maternity leave.
A maximum of thirty-five (35) weeks of parental benefits may be payable through EI.

Parental Leave Top-up Allowance
Eligible employees will be entitled to receive a top up to the EI benefit from VIHA equal
to 75% of normal weekly earnings for a maximum of 10 weeks, prorated for eligible part-
time employees.

An employee who received Parental Leave Top-Up Allowance and who fails to return to
a regular position within VIHA for a minimum of six months, shall be required to repay to
VIHA the Top-Up Allowance received during the Leave. An employee may elect, prior to
commencement of the leave, to waive the right to Top-Up Allowance.

Parental Leave Taken by the Birth Mother
If parental leave is to be taken by the birth mother who has claimed maternity leave, the
thirty-five (35) weeks of parental leave normally begins immediately following the
maternity leave unless agreed to by the employer for reasons such as pre-mature birth
or a hospitalized infant. There is no requirement to serve a second two-week EI waiting
period.

For the birth mother who is not claiming maternity leave, parental leave may be taken for
a period of up to thirty-seven (37) weeks within fifty-two (52) weeks of the birth of the
child. There will be a requirement to serve a two-week EI waiting period.


Parental Leave Taken by the Other Parent
If parental leave is to be taken by an employee who is the other parent, up to thirty-
seven (37) weeks can be taken within fifty-two (52) weeks of the birth. There is no
requirement to serve a two-week EI waiting period, provided that the mother has already
served a waiting period.

Parental Leave Shared by the Birth Mother and the Other Parent
In the event that parents choose to share the parental leave, the parent filing the second
claim would not be required to serve a two-week waiting period.

Benefit Coverage
For the period of parental leave VIHA will continue to pay, for eligible employees, the
premiums for health and insurance benefits (Medical Services Plan, Extended Health,
Dental, Life Insurance, Long Term Disability and Accidental Death & Dismemberment).

position within VIHA for a minimum of six months, shall be required to repay VIHA for
any benefit coverage enjoyed during the Leave. An employee may elect, prior to the
period.

Pension plan contributions by the employee and VIHA will continue during the period of
parental leave, but only on VIHA top-up earnings for eligible employees. Therefore,
pensionable service will not accrue for the full period of parental leave. The employee
will however, be eligible to purchase the service upon return to work.

Accruals
While on parental leave, vacation will accrue at the level to which the employee
would have been entitled had the employee been actively at work. Sick and
statutory holiday credits will not accrue.

Returning To Work
their intended return to work date (at least 30 days prior to the end of the leave)

11.3 Adoption
Adoption (parental) leave will be granted for a period of up to thirty-seven (37) weeks
without pay.

A maximum of thirty-five (35) weeks of adoption (parental) benefits are payable through
EI.

Adoption (Parental) Leave Top-up Allowance
Eligible employees will be entitled to receive a top up to the EI benefit from VIHA equal
to 75% of normal weekly earnings for a maximum of 10 weeks, prorated for eligible part-
time employees.

An employee who received adoption (parental) Leave Top-Up Allowance and who fails
to return to a regular position within VIHA for a minimum of six months shall be required


to repay to VIHA the Top-Up Allowance received during the Leave. An employee may
elect, prior to commencement of the leave, to waive the right to Top-Up Allowance.

Benefit Coverage
For the period of adoption (parental), leave VIHA will continue to pay, for eligible
employees, the premiums for health and insurance benefits (Medical Services Plan,
Extended Health, Dental, Life Insurance, Long Term Disability and Accidental Death &
Dismemberment).

position within VIHA for a minimum of six-months, shall be required to repay VIHA for
any benefit coverage enjoyed during the Leave. An employee may elect, prior to the
period.

Pension Plan contributions by the employee and VIHA will continue during the period of
adoption (parental) leave, but only on VIHA top-up earnings for eligible employees.
Therefore, pensionable service will not accrue for the full period of adoption (parental)
leave. The employee will, however, be eligible to purchase the service upon return to
work.

Accruals
While on adoptions (parental) leave, vacation will accrue at the level to which the
employee would have been entitled had the employee been actively at work. Sick
and statutory holiday credits will not accrue.

Returning To Work
their intended return to work date (at least 30 days prior to the end of the leave).

11.4 Bereavement
Bereavement leave with pay shall be granted to regular employees for three (3) working
days with consideration of up to two (2) additional days for travel to attend to matters
surrounding the death of a member of an employee’s immediate family. Normally, this
will mean the employee’s spouse (including common law and same gender relationships
maintained for a period of at least one year), children, mother, father, brother, sister,
stepchild, stepmother, stepfather, mother-in-law, father-in-law, brother-in-law, sister-in-
law, grandchild or grandparent.

Additional leave may be granted under exceptional circumstances. These circumstances
will be judged on their merits.

Bereavement leave is to compensate for loss of income. It does not apply to employees
on unpaid leaves of absence, but may be granted to employees who may be on other
paid leaves at the time of death or notification of death. Bereavement leave is prorated
for part-time employees.


11.5 Court Appearance
Upon application, court appearance leave may be paid to regular employees to serve as
a juror or when subpoenaed as a witness in court when not a party to the proceedings.
Fees paid by the court will be reimbursed to VIHA, except for travel and meal
allowances.

11.6 Personal
Generally, paid personal leave is not offered to employees, but a Manager may make
allowances where appropriate. Personal leave may include, but is not limited to,
personal emergencies, family illness, and marriage.

11.7 Short Term Sick
Sick Leave is designed to protect employees from the impact of unavoidable illnesses
and accidents that necessitate short-term absences from work.

Sick Leave credits with pay shall be accumulated on the basis of one and one-half (1½)
workdays per month, cumulative up to one hundred fifty-six (156) workdays.

Sick Leave pay shall be computed on the basis of normally scheduled workdays and all
claims shall be paid on this basis. Sick Leave deductions shall be according to actual
time off.

In the event of staff reduction, or lay-off, employees who had a disability or sickness
claim that commenced prior to lay-off notice will continue to receive Sick Leave benefits
until those benefits expire.

Employee Responsibility
An employee who is unable to report for work due to sickness shall make every effort to
notify their Manager at the earliest opportunity.

Employees who are incapable of providing regular and consistent attendance may fail to
meet the requirements for continued employment. Attendance is considered a criterion
of performance and is measured when assessing overall employee performance at
work.

Employees on staff as at December 31, 2002 may be paid in cash or through transfer to
an RRSP an amount equivalent to forty percent (40%) of their unused sick leave credits
as of that date less sick leave credits utilized up to the date of payout. For employees
who transferred to Non-Contract status from bargaining unit positions after December
31, 2002, sick leave credits available for payout will be those accumulated to the date of
the transfer, less sick leave credits utilized up to the date of payout.

In order to qualify for the sick leave payout, the employee must have reached the age
and service combination of sixty-five (65) and who:

■ Voluntarily leaves VIHA’s workforce, or
■ dies in service, or
■ regardless of length of service, is required to retire because of a permanent
disability.


Effective January 1, 2003, sick leave credits can only be used for sick leave purposes.
The payout, if eligible, shall be calculated using the employee’s rate of pay at the date of
termination.

11.8 Compassionate Care
Pursuant to Employment Insurance (EI), an employee may be granted unpaid
compassionate care leave for up to eight (8) weeks to provide care and support to an
immediate family member who is gravely ill with a significant risk of death within twenty-
six (26) weeks.

Immediate family member is defined as a spouse, child, parent, guardian, sibling,
grandchild or grandparent of the employee and any person who lives with an employee
as a member of the employee’s family.

A request for leave must be in writing and be accompanied by a medical practitioner’s
certificate stating that the immediate family member has a serious medical condition with
a risk of death within 26 weeks.

12.0 ON – CALL

Employees who are required to assume 24 hour on-call responsibilities on a regular
basis and for a minimum of seven (7) days, shall be entitled to an additional day off with
pay for each seven (7) days of on-call to a maximum of five (5) days per annum. Time off
is to be managed at the department level subject to operational requirements. On-call
time shall not be carried over from fiscal year to fiscal year nor will it be paid out.

Exception: Employees of Information Management / Information Technology (IM/IT)
required to be on-call shall be paid an on-call differential of two dollars ($2.00) per hour,
or portion thereof. The minimum on-call requirement shall be four (4) consecutive hours.

13.0 OVERTIME
13.1 Non-Management Employees
Eligible administrative and support employees are entitled to pay for overtime hours
worked, when prior authorization has been given by their Manager. Overtime for eligible
employees is paid at 1.5 times after eight (8) hours in a day or forty (40) hours in a week.
Hours worked in excess of eleven (11) hours in a day or beyond forty-eight (48) hours in
a week will be paid at 2.0 times. Eligible administrative and support employees are
those employees not defined as a Manager, pursuant to the Employment Standards Act.
With the approval of the Manager, the employee may request to bank approved overtime
hours to be taken as time off at a later date, provided the time off is scheduled within six
(6) months of the accrual. Overtime banks will be paid-out every six (6) months at the
employee’s current rate of pay. Time accrued for the purposes of banking will be
calculated at the appropriate rate (1.0, 1.5 or 2.0 times). Overtime payment is non-
pensionable.

13.2 Management Employees
In consideration of additional hours worked and not otherwise compensated, up to five
(5) days per annum of compensating time off (CTO) may be granted to Management
employees, as defined by the Employment Standard Act, at the discretion of their


Manager. Compensating time off must be taken as time away; it cannot be banked from
calendar year to calendar year, nor can it be paid out.

14.0 PART-TIME EMPLOYEES

A part-time employee is a regular employee who is employed on an ongoing basis to work part-
time hours of fifteen (15) hours per week or more. Part-time employees accrue and receive
entitlements on a prorated basis. More specifically, entitlements on a prorated basis include
vacation, sick leave, statutory holidays, compensating time off (CTO), retirement allowance and
severance.

15.0 PENSION PLAN

All regular full-time employees are required to participate in the Municipal Pension Plan after
three (3) months of employment.

Regular part-time employees have the option of enrolling in the Plan. If they elect not to enrol,
they must sign a waiver to that effect. Failure to sign such a waiver or make an election to enrol
will result in automatic enrolment in accordance with pension plan rules.

Casual employees have access to the Plan after completing two years of continuous
employment and in each of the two consecutive calendar years earn at least 35% of the Year’s
Maximum Pensionable Earnings (YMPE) upon which Canada Pension Plan contributions are
made. Once eligible the employee must elect to enrol or waive enrolment. Failure to sign a
waiver or make an election to enrol will result in automatic enrolment in accordance with
pension plan rules.

Once enrolled in the pension plan, contributions will continue while employed with VIHA.

16.0 PORTABILITY

Employees hired by VIHA, within ninety (90) days of being employed by another employer who
is a member of HEABC, the Ministry of Health of British Columbia, or another British Columbia
health care employer, will be granted portability of sick leave credits together with portability of
service that is used for the purposes of vacation entitlement and calculation of the retirement
allowance and severance.

17.0 PROBATIONARY AND QUALIFYING PERIODS
17.1 Probationary Periods
New employees are subject to a six (6) month probationary period. If an employee is not
proving satisfactory in his/her job, then he/she will normally be released during the
probationary period, as documented through completion of a Probationary Review Form.

In exceptional circumstances, the Manager may extend the probationary period by a
maximum of three months. An example of such a circumstance is where the employee
has been ill, and therefore, was absent from work for a portion of the probationary
period.


An employee who is deemed unsuitable and subsequently terminated during the
probationary period is not entitled to notice or pay in lieu of notice.

17.2 Qualifying Periods
Where an existing employee is appointed to a different position than that currently held,
that employee will serve a qualifying period of six (6) months during which time suitability
for the different position will be assessed, as documented through completion of a
Qualifying Review Form. For employees moving from a bargaining unit position,
suitability will be assessed and documented twice during the period, prior to the
completion of the three (3) and 6-month periods.

18.0 RETIREMENT ALLOWANCE

A Retirement Allowance shall be paid to an employee who has reached the age and service
combination of sixty-five (65) and who:

Voluntarily leaves the workforce; or
is required to retire from the workforce because of a permanent medical disability; or
dies in service.

The Retirement Allowance entitlement is one (1) weeks pay for every two (2) years of service to
a maximum of twenty (20) weeks pay. Proportionate payments shall be paid for service less
than two (2) years and for regular part time service.

An employee is not entitled to a retirement allowance if he/she receives a notice period or
severance, or is terminated for cause.

19.0 STATUTORY HOLIDAYS

VIHA recognizes the following statutory holidays. Statutory holidays that fall within scheduled
vacation periods shall be re-scheduled as an additional paid vacation day.

■ New Year's Day
■ Good Friday
■ Easter Monday
■ Victoria Day
■ Canada Day
■ British Columbia Day
■ Labour Day
■ Thanksgiving Day
■ Remembrance Day
■ Christmas Day
■ Boxing Day

Statutory Holidays - Overtime
An employee eligible for overtime will be paid time-and-a-half for the first eleven (11) hours of
work on a statutory holiday and double-time for working more than eleven (11) hours. In addition
to the overtime pay, a regular full time employee will also receive an additional paid day off.

In lieu of paid statutory holidays, part-time and casual staff are paid 4.2% in each pay period.


20.0 TERMINATION OF EMPLOYMENT – VOLUNTARY

Employees will inform their Manager of their desire to resign their employment as far in advance
as possible. A minimum of one month's notice in writing is required for all non-management
employees. Management employees, as defined by the Employment Standards Act, will
provide two months written notice.

Upon termination of employment, any vacation entitlement remaining in the employees’ banks
will be paid out.

21.0 TERMINATION OF EMPLOYMENT – INVOLUNTARY
21.1 With Cause
Where an employee gives cause for termination, VIHA may terminate the employee in
its absolute discretion, without notice of termination or retirement allowance or pay in lieu
of notice of termination.

Just cause for dismissal includes any act by an employee of VIHA that could seriously
affect the operation, reputation or management of VIHA.

Any vacation entitlement still standing to the credit of the employee on termination of
employment will be paid out.

21.2 Without Cause
VIHA may terminate an employee’s employment at any time, without cause, by providing
the employee with working notice (the Notice Period). The Notice Period is the length of
time from the date on which notice of termination is given to an employee until the date
on which employment will terminate. The Notice Period shall be subject to any and all
applicable statutory and regulatory requirements including those requirements
specifically set out in the Employment Termination Standards of British Columbia
Regulations (379/97) and the Public Sector Employers Amendment Act, 2002 (Bill 66).
Reasonable common law standards shall apply where statute or regulation does not
provide otherwise. Working notice is the portion of the severance period in which the
employee continues working.


21.3 Fixed Term Employment Relationships
For employees with term definite or fixed term employment relationships, VIHA may
terminate the employment relationship at any time, without cause, by providing to the
employee working notice (the Notice Period) equal to the lesser of:

The remaining term of the contract, or
an amount provided under common law calculated as though the
employment relationship was of an indefinite term with no provision regarding
severance.
The Notice Period for fixed term employment relationships will not exceed eighteen (18)
months in length.



21.4 Indefinite Term Employment Relationships
For employees with indefinite term employment relationships VIHA may terminate the
employment relationship at any time, without cause, by providing to the employee
working notice (the Notice Period) consistent with statutory and common law standards.
The Notice Period for indefinite term employment relationships will not exceed eighteen
(18) months in length.

During the Notice Period, VIHA may in its sole discretion:

Require the employee to continue with his/her duties, assignments, tasks or
projects,
Assign the employee to other duties, assignments, tasks or projects with the
same or a successor Employer, notwithstanding that the assignment may
amount to a constructive dismissal, if: the assignment is reasonably
consistent with the employee’s ability and responsibility at the time of the
assignment; and, the employee is not required to relocate unreasonably,
Assign the employee to a non-successor Employer, with the agreement of the
non-contract employee, or
Excuse the employee from performing all or part of their duties.
Refusal to perform duties assigned by VIHA, in accordance with this section, shall be
deemed to be a voluntary resignation of employment. In the event of a deemed
resignation, the employee is not entitled to continuation of the notice period or to any
payment in lieu of notice.


21.5 No Compensation Required With Working Notice
No compensation is required if VIHA has given an employee advanced working notice of
termination equal to the number of weeks' pay for which the employee is eligible.
VIHA may also give an employee a combination of notice and compensation equal to the
number of weeks' pay for which the employee is eligible.
VIHA is not required to give notice of termination or pay compensation on termination if:

■ The employee has not completed three (3) months of consecutive
employment;
■ the employee quit or retired;
■ the employee was dismissed for just cause;
■ the employee worked on an on-call basis doing temporary assignments which
he/she could accept or reject;
■ the employee was employed for a definite term;
■ the employee was hired for specific work to be completed in twelve (12)
months or less;


■ it was impossible to perform the work because of some unforeseeable event
or circumstance or, the employee refused reasonable alternative
employment.


21.6 Severance Payments
VIHA has, in its sole discretion, the additional option of terminating the employee’s
employment immediately and, unless the parties otherwise agree, paying the employee
an amount equivalent to the amount of salary and benefits that the employee would
have earned during the Notice Period (the Severance Payment).

Severance Payments will be in the form of periodic payments unless VIHA, in its sole
discretion, considers a lump sum payment to be more appropriate. Severance payments
in excess of six (6) months will normally be in the form of salary continuance.

The employee will not be given a Notice Period or Severance Payment in the case of a
voluntary resignation or retirement. Further, an employee dismissed for cause, given a
Notice Period or in receipt of a Severance Payment is not entitled to a Retirement
Allowance.

21.7 Duty To Mitigate
In the event VIHA terminates an employee, the employee has a duty to actively seek
and obtain employment. Employment includes entering into a contract for services
either individually or through a sole proprietorship, partnership or corporation.

If an employee obtains employment during the Notice Period, the employee must
immediately advise VIHA in writing of the details of the new employment and comply
with the following:

If an employee commences employment with a public sector employer during the
Notice Period or period of notice in lieu of which severance is provided:
− no severance covering this period of re-employment is payable; and
− the employee must pay VIHA any amount that is attributable to the period
during which the employee is re-employed.
If an employee is re-employed at a lower level of compensation VIHA will provide
to the employee an amount equivalent to the difference between the employee’s
former compensation level and the employee’s compensation level upon re-
employment for the remainder of the Notice Period.
If an employee accepts similar employment with an employer not in the public
sector, then all salary continuance and benefit coverage will cease immediately
on the date that the employee accepts the new employment and the employee
will receive a lump sum payment equal to fifty (50) percent of the salary the
employee would have received during the remainder of the Notice Period.

If the employee is receiving long term disability benefits at the time of the
termination of employment, the employee will be entitled to the continued
disability benefits as provided for in the employer’s benefit plan, or to receive
salary in lieu of working notice; but the employee will not receive both.


21.8 Outplacement Services
An employee whose employment is terminated on an involuntary basis will be offered
outplacement services to assist them with career transitioning.

22.0 VACATION

Vacation entitlement accrues between July 1 and June 30 of the following year (i.e., July
1, 2009 - June 30, 2010). Vacation accrued within this period must be used in the
calendar year (i.e. 2010) where credits are accrued.

Regular, Temporary and Term Specific employees are eligible for annual vacation
entitlements as follows:

Employees are eligible for annual vacation entitlements as follows:
one to four years’ continuous service — 20 work days’ vacation
five years’ continuous service — 21 work days’ vacation
six years’ continuous service — 22 work days’ vacation
seven years’ continuous service — 23 work days’ vacation
eight years’ continuous service — 24 work days’ vacation
nine years’ continuous service — 25 work days’ vacation
ten years’ continuous service — 26 work days’ vacation
eleven years’ continuous service — 27 work days’ vacation
twelve years’ continuous service — 28 work days’ vacation
thirteen years’ continuous service — 29 work days’ vacation
fourteen years’ continuous service — 30 work days’ vacation
fifteen years’ continuous service — 31 work days’ vacation
sixteen years’ continuous service — 32 work days’ vacation
seventeen years’ continuous service — 33 work days’ vacation
eighteen years’ continuous service — 34 work days’ vacation
nineteen years’ continuous service — 35 work days’ vacation

Part-time employees receive vacation entitlement on a pro-rated basis, proportionate to
the number of hours worked.

Employees are expected to utilize their full vacation entitlement annually and must take a
minimum of three (3) weeks. Employees may carry forward a maximum of ten (10) days
of unused vacation into the following year. Any carried forward vacation must be used
before March 31st. Outstanding carried forward vacation will be lost as at March 31st.

In exceptional circumstances, special requests to carry forward vacation in excess of ten
(10) days or beyond March 31st may be made in writing to a member of the Executive
Management Committee. If approved those vacation credits must be fully utilized in the
carry forward year or they will be lost as at December 31st.

In exceptional circumstances the President and CEO may approve the payout of unused
vacation at calendar year-end.


23.0 WORKERS’ COMPENSATION LEAVE

Employees are covered by the Workers’ Compensation Act and shall be granted leave with net
pay in the event of an injury at work that WorkSafe BC accepts as a claim. Benefits will
continue during this leave period.

24.0 LONG TERM DISABILITY

Under the Long Term Disability (LTD) plan rules, regular status non-contract employees may be
entitled to a benefit from the LTD plan if unable to work for a period greater than 4 months due
to illness or injury. If the employee fully recovers during the first 24 months of being on the plan,
they will return to their own or a similar occupation.

If the return is more than 28 months from the date of disability, the employees will no longer be
able to return to their previous position. Instead, provided the employee requests a medical
Duty to Accommodate, VIHA will work with the employee to find suitable employment, up to the
point of undue hardship on the Employer.

Benefit Coverage
Employees who qualify for LTD plan benefits shall be eligible to receive MSP, Extended Health
and Dental Coverage through VIHA at 50% of the full cost. Employees may elect to waive this
coverage but will not be allowed to enroll again until they return to work. Group Life, Accidental
Death & Dismemberment and LTD coverage will continue at no cost to the employee.


APPENDIX A
Effective January 8, 2010
COMPENSATION STRATEGY

Developmental Portion Competitive Market Portion Reserved

Minimum Step Maximum
1 2 3 4 5 6 7 8 9 10 11 12
80.0% 82.5% 85.0% 87.5% 90.0% 92.5% 95.0% 97.5% 100.0% 102.5% 105.0% 107.5% 115.0%

Description Description Description
Compensation Strategy for Non Contract Employees

Salaries established in the Developmental portion are Salaries established in the Competitive Market portion are reserved for individuals who display full Salaries in the Reserved portion are available to address
generally reserved for individuals who are on a steep competence in their role. emergent circumstances or to address unique operational
learning curve toward mastering the responsibilities requirements. Proposed salaries in the reserved portion of
and accountabilities associated with their roles. Guidelines for Range Progression the range are referred to the Non-Contract Advisory
Progression through the Competitive Market portion is based on the results of the Performance Recognition Committee for review and recommendation.
Guidelines for Range Progression and Development Program (PRDP) for Executive and Non Contract Staff. Step 12 is normally the
The Developmental portion is viewed as a temporary maximum base salary that can be attained. Progress through the range is based on the performance Guidelines for Range Progression
compensation arrangement. The goal is to move the levels that follow: Progression through the reserved portion is generally
employee into the Competitive Market portion as reserved for application of a re-earnable merit
quickly as possible based on a robust personal Not Achieved no increase compensation program. Annual compensation
developmental plan. Partially Achieved discrectionary "lift" increase adjustments established in the reserved portion are based
Fully Achieved "lift" increase + step increase on the results of the PRDP. In order to be eligible, a rating
Exceeded "lift" increase + discretionary multi-step increase of “exceeded” must be achieved and is subject to the
review and recommendations of the Non-Contract Advisory
Committee.

Definitions:
"lift" increase refers to the provincial range adjustments from HEABC

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