Frequently Asked Questions

Questions

Answers

How do I approach GOAL 2.0 with an employee who reports to, or does work for, two or more managers?

If there is a dual reporting relationship, both managers will want to ensure they are aligned in terms of the priorities that each have for the employee. They can each engage in quality conversations individually with the employee through the year and continue to communicate with each other. For the performance summary, they will want to coordinate the timing but hold the summary conversations separately.

If it is a matter of an employee receiving more direct supervision from an individual other than the designated manager, it will be the designated manager that holds the Performance Summary conversation but with direct input from the individual providing supervision. If the employee is in agreement, having that individual in attendance would be most effective.

How frequently should I have each quality conversation with each employee?

It really depends on the context of your work and the number of employees you have. Some managers can do a daily or weekly check-in, while others can aim for a monthly check-in. A feedback/feedforward conversation is best held as soon as there is feedback that needs to be shared. It is best to keep in mind that the more often you can have a quality conversation the stronger your relationship with your employee will be, and that is one of the biggest contributors to employee effectiveness.

What is the difference between GOAL and GOAL 2.0?

The end of the year review, that could be quite time-consuming, has been replaced by a Performance Summary conversation that applies to almost all employees (see above for exceptions) and is guided by a 2-page template. This summary will draw from notes that have been made of highlights, outcomes, decisions from quality conversations that take place through the year between the Manager and employee. Those conversations, and the skills with how they are conducted, are now the focus. This ensures that managers and employees are communicating on a regular basis so expectations and priorities can be adjusted as needed, information and ideas are exchanged regularly. 

Am I guaranteed to work a single position?

Staff can expect to be rotated between roles depending on business requirements offering varied experience and new challenges.

Are research grant and contract positions subject to Job Evaluation?

The University is committed to ensuring that all employees are treated fairly. All University jobs must be evaluated using an acceptable gender-neutral job evaluation scheme to ensure equal pay for work of equal value.

Employees in grant funded and contract positions are employees of the University and therefore all grant and contract positions must also be evaluated and banded to determine appropriate salary rates.  The attached memo provides information on compensation for these positions.

Can I reconcile my Total Compensation Statement to the 2018 T4?

Yes.   The earned income on your Total Compensation Statement is your Employment Income (Box 14) less Taxable Benefits (box 40).

Can I submit claims if there is a need for a doctor’s note?

Some Paramedical claims require a doctor’s note (recommendation) before they can be covered by the benefit plan.  If a doctor’s note is required for a Paramedical claim and if the amount of the claim is under $100, Sun Life will complete the e-claim submission and make payment to your bank account.  However, you will be required to submit the doctor’s note to Sun Life, immediately.  If the amount of the claim is over $100, Sun Life will complete the email submission, send you an email confirmation and make payment to your account within a few business days after they receive the appropriate doctor’s note.

Doctors’ notes can be submitted by email, FAX or by regular mail.  The my Sun Life website will provide you with further details.

Do I get a certificate?

Yes, you will receive an online evaluation after each program. You will automatically receive the “Certificate of Attendance” by completing the evaluation.

Do I have to commit to the same work days each week?

There are a variety of shifts available starting as early as 6:00 am and ending as late as 1:00 am.  We will make best efforts to work with you around scheduling based on the department's operational needs and shifts available.

Do I have to sign up for the whole series of programs or can I just sign up for one?

Some programs require your participation in all sessions and others allow you to register for a single session. Please see the program description on the event calendar for more information.

Do I need to follow-up with someone on my application?

The University thanks all applicants for their interest, however, only those candidates selected for interviews will be contacted.

Do I require approval to attend a learning and development program?

Some programs require your manager or supervisor’s approval prior to participation to ensure that you have support in your learning efforts. The registration system will prompt you for this information if necessary.

Do staff have parking privileges?

Only vehicles displaying a valid University of Guelph parking permit are allowed to park in the colour coded parking zones between 8:00 AM and 5:00 PM, Monday through Friday except statutory holidays recognized by the University.  To read more about parking regulations and parking permit options see the Sustainable Transportation & Parking Services webpage.  Alternatively, Guelph Transit Bus Passes are available at a reduced rate for all full and part-time employees of the University of Guelph.     

Do the quality conversations need to happen in a certain order? Are any of the quality conversations more time sensitive?

The performance summary conversation is best carried out at the end of the fiscal year – between the end of April and the end of May. The objective setting conversation is best carried out between May and September as it provides clarity to employees regarding the priorities and expectations for the year. This will depend on when the unit or department does their planning, as you want to ensure that the employee is aware of the next level objectives and how their work contributes to the overall success.

Do we have senior leader support for GOAL 2.0?

Yes. Our Sr. leaders have been informed about GOAL 2.0 and there is widespread support for its implementation

Do you have any tips on giving appropriate feedback?

Feedback gives someone information about how aspects of their behavior or performance affect others. Feedback helps individuals to be aware of how their behavior is perceived by others, and it is therefore a way of helping a person consider whether to change her or his behavior in some way.

Contact Learning & Development for additional resources on giving appropriate feedback.

Do you mail out a hard copy of the booklet each semester?

No.  Only the electronic copy is available online.

Do you offer specialized Learning & Development opportunities for departments?

Yes, please contact us at landd@uoguelph.ca if you have a particular learning or development need.

Does GOAL 2.0 apply to all employees and managers at the UofG?

Faculty and Librarians at the UofG have a performance process that is unique to their roles. With the exception of CUPE members, GOAL 2.0 applies to all other employees.

Does the University issue uniforms for Hospitality Staff?

A uniform will be provided.  All employees must provide their own black pants and black non-slip shoes.  Upon submission of a CSA approved receipt, the University shall provide active part-time UGFSEA Unit 2 members who have completed six (6) months of continuous employment a safety shoe subsidy as per the UGFSEA, Unit 2 Collective Agreement.

Does the University of Guelph accept general applications?

Applications that do not specify a current hiring number will not be accepted.

How are the employer contributions to the pension plan determined?

Employer contributions are comprised of two parts. 

First, the independent actuarial valuation determines the percentage of member contributions that are required (for 2018, 121.2% for Retirement Pension Plan and 120.7% for Professional Pension Plan).  This is called the Normal Cost and is shown on the Total Compensation Statement.  

Second, special lump sum payments are made.  For the 2018 Calendar year, the University made significant special payments for Going Concern Amortization ($12.9 million) and Solvency Amortization ($21.6 million). This amounts to approximately $10,084 per active member in the pension plans. 

The two components are added together to determine the overall employer cost.

How can I find out which courses I registered to participate in?

You will have received a confirmation email for each program for which you have registered. Please be sure to enter all Learning & Development dates in your calendar. A reminder notice will be emailed to you before each program begins. You can also email landd@uoguelph.ca to ask us for a list of the programs for which you have registered.

How do I cancel a course I have already signed up for?

Please email us at landd@uoguelph.ca or call extension 56800 to cancel a course.

How do I find out whether Learning & Development adds new programs after I sign up?
  1. You may wish to visit our website frequently to get updates and news items for new Programs.
  2. You may say “Yes” to receive periodic updates and news from Learning & Development when you register for programs.  We will send notices to you periodically.
How do I keep track of the programs I have taken?

You may wish to save each "Certificate of Attendance" for your records.

How do I register for a Learning & Development opportunity?

You can register through the Event Calendar using your central login and password.

How do we know our compensation is competitive with other employers?

Human Resources reviews external market information comparing total compensation from local, regional and national comparators. This includes information reported from the private and public sector as well as government labour force data. The University sector is considered in most cases to provide ideal comparison data. The primary goal of a compensation plan is the ability to attract and retain talent to the University of Guelph across all areas.

How is the pay band determined for a position?

The total point value acquired for a position as a result of job evaluation determines the pay band for a position.

How is the rate of pay determined?

Job evaluation is not the sole determiner of pay. There are many other contributing factors that impact individual pay, such as the experience that one brings to a position when one is initially hired. The employee group also affects pay, since some groups, i.e., United Steel Workers and Exempt Staff, access an incremental system. Pay can also potentially be impacted by performance. In addition, as the University also participates in salary discussions with its employee groups, negotiations as well as market conditions play a role in determining pay.

How many hours can I average?

Part-time shifts are typically 3-5 hours long.  Total hours per week for part-time staff can range from 8 hours to a maximum of 24 hours per week.

How many positions will be included in the initial review?

The Joint and Equal Job Evaluation Committee (JEJEC) will initially review a representative sample of positions from various departments across the campus and across salary bands. This first phase includes 50 jobs for review.

How will Supervisors and incumbents be invited to complete the JIQ?

Incumbents and their supervisor will receive an email from the Joint Job Evaluation Review Committee (JJERC) requesting their participation.  As part of this email, they will also receive information with respect to training on how to complete the JIQ and what to expect during the process.  Emails from the JIQ system will be sent from jiq_admin@mcdowallassociates.com  Please add this email address to your trusted list (under Preferences once logged into Gryph Mail).

 

I had a problem with my SunLife Claim. Who do I call?

Call SunLife directly at 1-800-361-6212.   Have your policy number (82010) and your 9-digit retiree number available as well as any other documentation before you call. Please note that some surviving spouses of retirees may have a 10-digit identification number.

I have no record of how much I paid for Health & Dental premiums. What do I do?

Call CIBC Mellon toll free at 1-800-565-0479.   This information is on your December pension payment statement and your T4A.

I like this information but would like to see more. Where can I provide feedback?

Please e-mail your feedback to Margaret McLeod

I need to change my address. How do I do that?

You can do that by contacting University of Guelph Human Resources by emailing or calling at 519-824-4120 ext. 53374

I need to do my income tax and don’t have my tax slips. Who do I contact?

Call CIBC Mellon toll free at 1-800-565-0479. Tax slips mailed to the home address that Human Resources has on file. They are usually sent out before the end of February for the previous calendar year.

I need to report the death of a pensioner or a pensioner’s spouse. Who do I contact?

Call University of Guelph Human Resources at 519-824-4120 ext. 56594.

I want more Income Tax withheld from my monthly pension payment. Who do I call?

Call CIBC Mellon directly at 1-800-565-0479.

I was only employed for part of 2018. Why do some of my values seem overstated?

Most of the values on the 2018 Total Compensation Statements are actual figures that correspond to the actual amount you and the University paid during 2018.  Some figures were only available on an annual or per person basis (such as Flexible Spending Credits, Professional Development Reimbursement, Post-Employment Benefit amount).  If you were only employed for part of 2018 (or were on a Leave of Absence for part of 2018) these figures could be overstated

If a position is not included in the initial pilot test, when will the incumbent and their supervisor be invited to complete the new JIQ?

After the JJERC has had an opportunity to complete its initial sample and make any necessary enhancements to the job evaluation tools and process, other staff and supervisors will be invited to participate.  Positions in the queue will be prioritized based on their submission date.
    
Once the positions from the representative sample have been reviewed and evaluated, other incumbents and supervisors will then be invited to submit a JIQ to allow for efficiency and ease of tracking.

Once the system is fully implemented, job descriptions will be created for all new and existing positions and JIQs will be completed and submitted. HR will coordinate this process.

If I don't see the posting anymore, does that mean the posting closed?

Job postings are removed from the University of Guelph ‘Current Opportunities’ page by end of business on the closing date listed in the posting. Applications will be accepted for these positions until 11:59 pm.

If incumbents and supervisors have not been invited to fill out the JIQ can they proceed in completing one anyway?

Incumbents and supervisors are being asked to hold off on completion of the JIQ until such time as they receive an invitation and training on the completion/submission process.

Is GOAL 2.0 mandatory?

Supporting employee performance is an important component of all managers’ and supervisors’ work. Applying fair and equitable practices across campus is good leadership and the GOAL 2.0 framework and tools enables this. Except where there are other frameworks identified, e.g. with UGFA, or exceptions (CUPE) it is expected that Managers will use the practices, tools and processes outlined in GOAL 2.0.

Is the performance review a disciplinary process?

No! A performance review is the employer’s mechanism to monitor your performance and provide feedback. Discipline should never be discussed or imposed at a performance review.

Is there a cost for these programs?

There are fees associated with some of our technical programs as they are offered on a cost-recovery basis due to the necessity to engage professional technology instructors.

Is there a difference between performance goals and development plans?

Performance goals focus on an end result while a development plan focuses on the attainment of skills and knowledge and the discovery of effective strategies to attain and sustain desired results. Both of these should work hand in hand to ensure an employee understands what success is and has the knowledge, skills and information resources required to be successful.

Is there a penalty for cancelling?

For non technical programs, a non-attendance fee or a cancellation fee will apply for sessions that are not attended or cancellations received with less than two business days notice prior to the session. For technical programs the full registration fee will be charged for sessions that are not attended or for cancellations received with less than five business days notice prior to the session when we are not able to fill your spot.

Is there an audit process?

To ensure that benefit plans are protected, Sun Life currently audits approximately 1 out of 8 e-claims, validates provider information and monitors claiming patterns.

If your claim is audited, the audit will be completed before payment is made to your bank account.  Sun Life may ask you to provide your receipts within 15 days, to support your claim.  Receipts can be scanned and sent by email, sent by fax or by regular mail to Sun Life.  Sun Life usually requires a few days to complete the audit and then make payment, if appropriate.  The my Sun Life website will provide you with further details.

My personal information is incorrect? How do I update it?

If you find any errors in the information, please call your Human Resources Service Associate at 519-824-4120 extension 53374.  If changes have been made to your information since the end of 2018, they may not be reflected on this statement.

There are many strategic initiatives underway at U of G (wellness @ work, diversity and inclusion, etc). How does GOAL 2.0 fit in with these strategies?

Each of the initiatives are guided by their specific objectives and governance structure. However, there are shared principles and interests, most specifically related to ensuring our workplace is respectful, inclusive and engaging and that each person’s safety and well-being are paramount as they contribute to the university. The skills of Connect, Adapt and Align and having Quality Conversations very much support the shared principles and interests.

There is a cost associated with Flex Credits, PDR and other benefits. What are these?

In the interest of staff development, the University provides an annual Flex Credit (including HCSA, TWSA and PDR) to eligible employees.  Eligibility criteria and amounts are outlined in applicable collective agreements and/or compacts.   The value of the Flex Credit varies by employee group.    The value showing on your Total Compensation statement is the maximum available to you based on your employee group and employment status.

Other benefits provided include: 

  • A tuition scholarship plan for dependants and spouses

  • Supplemental income payments for those who are absent from work due to maternity or parental leave

  • Confidential, professional counseling through the Employee Assistance Program

  • Tuition Waiver for regular full-time employees who have completed one year of service

  • Athletic Fee Subsidy

  • Learning and development opportunities

The value of these other benefits varies according to need and usage.  Not all employees are eligible for all of these benefits.  The total cost to the University for providing these benefits in the fiscal year ending April 30, 2018 was approximately $1,060 per member eligible.

To submit expenses online, do I first need to register for the member website, “my Sun Life”?

Yes.  To use e-claims you need to first register at www.mysunlife.ca. You can get step by step registration information by reviewing “Accessing my Sun Life” or from the video.

To submit an e-claim, you must also first register for direct deposit and e-mail notification of payment.  With this all in place, you will experience real-time adjudication, instant notification as well as direct payment to your bank account within 48 hours.

To whom should I address my cover letter?

If you do not know the name of the hiring manager, we recommend that you address your cover letter to ‘Hiring Manager’ or ‘Hiring Committee’.

What are Post-Employment Retirement Benefits and why are they shown as an employer paid benefit?

This amount reflects the current service cost of retiree benefits which is an estimate of the cost of adding one more year of service for our active employees. It is the best measure of the annual cost of post-retirement benefits and best reflects the annual cost of our active employees.

What are statutory benefits and why are mandatory government benefits included in this statement? Aren't these mandatory for employers?

Statutory benefits are benefits provided by the government for which the University must contribute on your behalf.  For some of these benefits you are also required to make contributions. While the University must make these contributions, these statutory benefits are still a cost that the University must pay on your behalf, so they are included in your Total Compensation statement.  The following outlines each of the required statutory benefits:

Ontario Provincial Health Plan

As someone who has met the eligibility requirements of OHIP, you are entitled to access family physicians, specialists and hospitals and other health practitioners for maintaining your health and for treatment of illness or injury.  The University pays the Employer Health Tax levy at a rate of 1.95% of earnings to help fund the provincial health insurance plan.

Workplace Safety Insurance


As a worker for an Ontario employer, you are entitled to income during periods of time when you are absent from work due to an injury that occurred while working for your employer.  In 2018, the University paid a premium at a rate of $0.37 per $100 earned to a 2018 earnings ceiling of $90,300.   


Employment Insurance

All workers in Canada between the ages of 18 and 65 are required to contribute towards an income replacement program payable from the federal government.  During periods of unemployment or while on maternity or parental leave, you are entitled to receive some income, depending on your earnings and the period of time over which you contributed.  You are required to pay 1.66% of insurable earnings and the University contributes 2.324% of insurable earnings.   Insurable earnings are all earnings up the 2018 ceiling of $51,700.

Canada Pension Plan (CPP)

All workers in Canada between the ages of 18 and 65 are required to contribute towards their retirement payable from the federal government pension plan.  The pension payable is dependent on your earnings and the number of years contributing.  There may also be disability, survivor and orphan benefits payable from the plan.  You may draw a pension from the plan if you are substantially retired and age 60 or older.  Both you and the University contribute to the plan at a rate of 4.95% of pensionable earnings.  Pensionable earnings are all earnings between $3,500 and a 2018 ceiling of $55,900 per annum.

What are the Group Insurance Benefits provided by the University?

The University provides the following group insurance benefits to eligible employees:

Extended Health Coverage

The Extended Health care plan provides you and your eligible Spouse and dependant children with coverage for drugs legally requiring a prescription, semi-private hospital room accommodation, a wide range of medically necessary services and supplies, vision care, paramedical services, emergency out of country coverage and much more.  

Dental Coverage

The Dental care plan provides you and your eligible Spouse and dependant children with coverage for preventative dental services, restorative dental services and orthodontic services.  

Life Insurance

The University provides eligible employees with life insurance.  For Regular Full-Time employees, in the event of your death prior to retirement, your beneficiary(ies) or estate will receive a lump sum payment of 1, 2 or 3 times your annual earnings (rounded to the next higher $1000) depending on your eligibility and the level of coverage you have selected.  For Temporary Full-Time employees (contract), life insurance is at 1x annual earnings up to a $25,000 maximum.

Income Protection (Disability)

The University’s income protection program protects you against loss of income during periods of absence from work due to illness or injury.

For Regular Full-Time employees, during the first 90 calendar days of absence, your regular full-time earnings are continued.   If you qualify, Long Term Disability benefits commence after the first 90 days.   You receive 66.67% of your regular full-time earnings up up to a monthly maximum for your employee group.    This benefit will be reduced by other sources of income you may have (CPP disability, WSIB disability, etc.).    While on disability your Extended Health and Dental coverage are continued with the same cost sharing arrangements as active employees.   Your Life Insurance coverage also continues, and if you receive Long Term Disability benefits for more than 6 months, the premiums for life insurance will be waived for the duration of your disability.  Disability benefits continue to age 65 for Regular Full-Time employees or a five year maximum benefit duration for contract employees.

What do I do if I disagree with my supervisor’s assessment of me?

The first response is to share your disagreement with your supervisor during the performance planning dialogue or review meeting. It is beneficial at that time to share your perspective and any supporting data you can provide and to invite your supervisor to do the same. This process may help you and your supervisor to come to an agreement.

In the case where considerable effort has been made to reach an agreement without success, you may want to add a reply to the performance form if you feel that it is inaccurate or there are mitigating factors. You will still need to sign the document – signing indicates that it has been discussed, and does not indicate agreement.

What do I do if my manager does not want to participate in the G.O.A.L. program?

Managers across the university will have various levels of comfort with the stages of G.O.A.L. and some may resist the process all together. If you have taken the initiative to communicate your desire to engage in the performance planning, assessment and development program and your manager has refused, contact your HR Consultant.

What do I do with my expense receipts after the claim is paid?

Sun Life requires you to keep your receipts and other claim documentation for 12 months, as e-claims are subject to audit.

What does 'seasonal' work mean?

A typical seasonal work period runs from late August until late April. Layoff periods typically include up to three weeks at Christmas, one week in February and during the spring/summer months of May, June, July & August. Different operating units have different requirements.

What else should I be prepared for?

Shifts are busy, expect to be on your feet.  Some jobs may require you to lift 15-30lbs.

What happens when I make my first paramedical e-claim?

For the initial claim, you will be prompted to enter the provider’s details, which Sun Life will validate and store on the system for future claims.  The information you need to enter should be available from your practitioner’s receipt.

What if I cannot submit my application by email?

To ensure your application is processed efficiently and securely, email applications are strongly encouraged.  If you are unable to apply by email, Human Resources will accept hard copy applications at the HR Reception desk located on the 5th floor of the University Centre (south elevators).

What if I don’t know my central Login and ID?

If you don’t know your central login or password, you can ask your department I.T. Administrator, take your U of G photo ID to the CCS IT Help Desk on the main floor of the McLaughlin Library or call the CCS Help Line at x58888 for assistance.

What if I missed the deadline to apply?

Applications received after 11:59 pm on the closing date listed on the Careers @ Guelph website will not be considered.

 

What if I’m interested in applying for more than one currently advertised position?

A separate application is required for each position you wish to apply for.

What if the current job is in a state of flux?

We appreciate that in an ever-changing environment like the University of Guelph, jobs do not remain the same.  In these instances, please make Human Resources and the Union aware in order to allow for further discussions regarding an approach to completing the JIQ.

What if the job has changed since its initial submission to the queue?

Both the incumbent and the supervisor will be asked to advise of any significant changes that have occurred since the initial JFS submission to the queue and the date of effective changes. This information can be provided under Section F: Additional Information in the JIQ.

What if there is disagreement on content in the JIQ?

When beginning this new process, we strongly encourage dialogue between incumbents and supervisors and would anticipate agreement about the nature of the work being performed and described. In cases where there is disagreement between an incumbent’s submission and the supervisor’s comments, the Joint Job Evaluation Committee co-chairs will determine whether further information is required or further discussion is necessary.

Representatives from Human Resources and the Union will be available to assist the parties should agreement not be achieved. 

What if there is more than one (1) person doing the same job in my department?

Employees in a multi-incumbent position will need to submit a single JIQ.  The incumbents should discuss among themselves who to designate as the lead author filling out the JIQ. Then, all incumbents will contribute to the content of the JIQ.  The online JIQ will need to be completed and submitted under one account.  A PDF version of the JIQ should be saved by the designated lead and distributed to all incumbents for their review before final submission.  Once submitted, Human Resources will also provide a PDF copy of the final submitted JIQ and request that incumbents provide email confirmation that they are in agreement with the information submitted.

What is a Job Fact Sheet (JFS)?

The job fact sheet (JFS) serves as the source document that defines job duties, responsibilities, and requirements for a position.  It provides baseline information that is used to assign a position to the appropriate employee group and is analysed to determine the relative value of the position to the University of Guelph. A number of human resource processes, such as recruitment, performance planning, assessment and development, as well as the identification of learning and development needs, access the job fact sheet for information.

What is being reviewed?
  • Outcomes of staff’s work (goals and objectives met, e.g., development of a new accounting process)
  • Competencies (knowledge, skills, behaviours)
  • New learning and/or completion of identified developmental goals
What is Job Evaluation?

Job Evaluation (JE) is the process of objectively determining the relative worth of jobs within an organization. It involves a systematic study and analysis of job duties and requirements. The evaluation is based on a number of compensable factors. Job evaluation can measure the value of all jobs within an organization and produces a rank order ranging from entry level positions to the most senior positions within an organization. It provides a framework to administer pay.

What is the cost of pension benefits provided by the University to help me save for retirement?

The University is the plan sponsor for three Defined Benefit pension plans that provide retirement benefits for employees.  Your pension at retirement is based on a defined benefit formula.  This means that the monthly pension you will receive at retirement is based on your years of pensionable service and best 36 months' average earnings.   Both you (via payroll deduction) and the University are required to make regular ongoing contributions to your pension plan.  Contribution rates for employee are outlined in the applicable collective agreement or compact.  In addition to your payroll deductions, the University makes normal cost contributions (the current service cost shown on your statement) for all three pension plans of approximately $27.8 million per year.  


Adding to the cost of these plans to the University, are “special payments” required to fund the Plans’ deficits.  For the 2018 Calendar year, the University made significant special payments for Going Concern Amortization ($12.9 million) and Solvency Amortization ($21.6 million). Refer to the Pension Plan Annual Reports found on the Financial Services website (https://www.uoguelph.ca/finance/)  for more information. 


More individual pension details can be found on the personal pension statement that was distributed to you earlier this year.

 

What is the Performance Planning Dialogue?

Held on an annual basis, the Performance Planning Dialogue provides an opportunity to establish specific performance expectations and work goals and review the position.

The Performance Planning Dialogue is a key mechanism to communicate priorities for the year and ensure everyone works toward achieving them. This takes place during the last quarter of the year in preparation for the new year and should be recorded for future reference.

What is the purpose of the Total Compensation Statement?

The purpose is to create awareness of the total value of your compensation (both salary and benefits). As an employer, we recognize that compensation and benefits are integral to our ability to attract and keep employees who foster excellence. This statement is for your information purposes only.

What is the role of my supervisor and do they have input?

The supervisor(s) will normally have fifteen (15) business days to review the incumbent’s JIQ and add their comments to the incumbent’s submission.  Supervisors do not have the ability to change an incumbent’s information but can provide comments and any additional information that they see fit to ensure the job requirements are fully described.

The Chair/Department Head and the Dean/Division Head are also afforded ten (10) business days to forward any concerns to Human Resources.  

What is the role of the Supervisor/Manager in the G.O.A.L. program?

The Supervisor/Manager is responsible for ensuring their staff has everything they need to be successful in their role - G.O.A.L. helps that happen by providing a structure for consistency. The role of the Supervisor/Manager in G.O.A.L. is to take the initiative to connect with the staff at each step of the process, to listen to the staff, to provide relevant information and effective feedback, and to document the discussions to guide follow up action and for future reference.

What is the Salary Grid?

The salary grid is comprised of salary bands. Each band generally has a corresponding salary range usually with a minimum, a job rate or midpoint and a maximum. In some cases, i.e., the USW and the Exempt group, there are also a number of levels with the range that are achieved at the completion of certain intervals of time on the job.

What is the wage?

Our part-time hospitality positions start at minimum wage with increases beginning after 12 months of continuous employment. As these positions are represented by the University of Guelph Food Services Employee Association, Unit 2 (UGFSEA, Unit 2), a comprehensive wage grid can be viewed on our Human Resources website.

What is Total Compensation?

The term total compensation is used by many employers to describe not only salary and wages, but also all the plans, programs, benefits and opportunities that become available to you through your employment. Some people refer to Total Compensation as the combination of direct (paid to you) and indirect (paid on your behalf) compensation. 

What kind of training will I get?

We approach training of our staff in a very interactive and practical manner which typically consists of supervised hands-on experience and job shadowing.  

What makes a performance review successful?
  • Its linkage to other processes
  • Manager/Supervisor’s commitment to the process
  • Manager/Supervisor’s awareness of all pieces that need to be in place
  • Manager/Supervisor’s objectivity
  • Manager/Supervisor’s training
  • Manager/Supervisor’s and staff’s preparation for the assessment
  • Accountability for ensuring it happens and happens effectively
  • Consistency of scope and of language
  • Timing and timeliness of the assessment
  • Pre-determined schedule
What support does Human Resources offer for the G.O.A.L. program?

Human Resources offers managers a variety of support and resources to help managers and staff with G.O.A.L.

  • Contact your HR Consultant for advice and guidance as you embark on the G.O.A.L. cycle.
  • Learning & Development offers learning supports for managers, including leadership development programs.
When an “old” Job Fact Sheet (JFS) is currently “in the queue” how will it be used and when will the position be evaluated?

Incumbents in positions that are in the initial sampling of jobs will receive an invitation requesting that they complete a “new” JIQ.  This will serve as the primary document for the committee to evaluate the position. The existing Job Fact Sheet (JFS) in the queue may be used at the discretion of the committee as additional resource material to assist the committee in completing a fulsome review.

When can I expect results? When would those results be effective?

The job evaluation committee will be reviewing the system after the initial ratings in order to ensure that the system is working as anticipated.  Job evaluation results will not be released until this final review is complete.  We anticipate that this process will take at least six months.

When do I complete a Job Fact Sheet?

You may be writing a Job Fact Sheet (JFS) because it has been determined that a new position is required to meet operational requirements. A JFS is required as part of the Hiring Review Package when creating a new position or filling an existing vacant position.  If you are uncertain which template to access, please contact your HR Consultant or the Job Evaluation Team.

You may be rewriting an existing position because it has changed. Some changes may be minor or slight and can therefore be submitted to Human Resources (HR) as an update.  If the current JFS is older than three (3) years it should be rewritten and submitted with the current date even if there are no changes.

However if the changes are significant, (i.e., a major change in the type and level of work being performed), then submitting the JFS to HR as a reclass request is appropriate.

All JFS should be scanned and submitted with the required signatures.

New position

When a new position is created it is assigned a tentative evaluation in order to determine the employee group and the appropriate rate of pay.   After an incumbent has been in the position for three months, the JFS needs to be scanned and submitted to HR with all of the required signatures.  The JFS will then be forwarded to the appropriate job evaluation committee for a formal evaluation.  Supervisors and incumbents will be informed of these results.

Reclass Request

A department may request that a position be reclassified because there have been significant changes in the responsibilities or the requirements of the position.  The JFS needs to be accompanied by a letter outlining clearly what these changes are; the letter must be approved by the dean/director of the college/directorate.

Update

Any JFS that has not been evaluated in the last five (5) years will be reviewed by the respective job evaluation committee in order to maintain job evaluation.

When to Write a Job Fact Sheet?

A Job Fact Sheet (JFS) is written when it has been determined that a new position is required to meet operational requirements.  In this case it is very likely that the supervisor of the new position will draft the JFS as he/she determines the job specifications, requirements and qualifications.  A JFS is required as part of the Hiring Review Package when creating a new position or filling an existing vacant position.  If there is uncertainty as to which template to access, please contact your HR Consultant or the Job Evaluation Consultant.

 An existing position may be rewritten because it has changed.  Some changes may be minor or slight and can therefore be submitted to HR as an update.  If the current JFS is older than three (3) years it should be reviewed (rewritten if required) and submitted with the current date even if there are no changes.  This is a matter of best practice and ensures that the position has been reviewed for completeness and accuracy.  The JFS can be written by an incumbent or the supervisor.

If the changes are significant, (i.e., a major change in the type and level of work being performed, different skill set, different education and qualifications ), then submitting the JFS to HR as a reclassification request is appropriate.  The JFS can be written by the incumbent and/or the supervisor.  If there are significant changes as the department is experiencing restructuring, the supervisor may write the JFS.

It is anticipated that an incumbent will sign the JFS; in the event they choose not to sign the JFS, it will still be subject to the processes described above.  Whether a JFS is new, a reclassification request or an update, all JFS’s must be submitted electronically with an up to date organizational chart reflecting current department and position numbers as well as job titles.  Please note that submissions without an organizational chart or missing job information will be returned to departments in order to have all the necessary required information.

Please note:  OSSTF positions that are temporary full-time of greater than 1 year are also subject to the job evaluation process.

The job evaluation system, process, and structure for USW positions continues to be developed.  When this moves to implementation, there will be additional communication.  In the interim JFS for these positions will continue to be received when a position is posted.  Should a position experience significant changes or updated, it should be submitted electronically as noted above.

Where do I find information about Retiree Benefits?

Retiree benefit information can be found on the Retiree Benefits webpage.

Where do I take notes on my conversations with employees? What if it’s something serious?

Each manager can choose their preferred method for keeping notes of highlights, decisions, actions that come out of a quality conversation. A spreadsheet or a table will work, or sharing an email that briefly summarizes. Not all conversations will require it, so managers will use their own discretion. It could also be helpful to have the employee summarize in an email.

Documentation is required when a performance challenge has been identified. If it is a serious incident or an ongoing issue that needs to be addressed, two things are important to attend to: 1) contact your HR Consultant to get input on what action and documentation is required; and 2) the incident or issue is written down with sufficient detail, accompanied by details of the agreed upon action to be taken.

Which expenses can I submit online?

You can submit claims for:

  • Vision care; glasses and contact lenses,
  • Basic dental expenses for preventative services, recall exams & cleaning,
  • Drug
  • Orthodontics (once an approved treatment plan is on file with Sun Life),
  • Paramedical services for
    • Physiotherapy
    • Psychology
    • Chiropractic services and x-rays
    • Podiatrist services
    • Chiropodist services
    • Massage therapy
    • Naturopathy

For certain claims, Sun Life may require you to provide additional information or supporting documentation before processing your e-claim.  The my Sun Life website will guide you through the process.  

Which expenses must I continue to submit on paper?

While processing an e-claim, the my Sun Life system will advise you if the claim must be submitted by paper. Here are some examples:

  • Major restorative dental claims such as bridges, crowns or dentures
  • Acupuncturist
  • Speech Language Pathologist
  • Hospital room claims
  • Nursing services
  • Coordination of benefits claims
  • Expenses incurred outside of Canada
  • Expenses resulting from a work-related illness or injury, or from a motor vehicle accident
Which plan am I in?

Employees hired by the University on April 1, 1997, as a result of the Ontario Ministry of Agriculture, Food and Rural Affairs' divestment, who have 10 or more years of service with the Government of Ontario, will receive retirement health and dental benefits from the Government of Ontario, and are not eligible for University plan benefits.

Employees who begin receiving a University of Guelph pension immediately after retirement may opt to continue Extended Health and Dental coverage, on a premium cost-sharing basis. Retirees must select this option within 31 days of retiring from the University. If coverage is discontinued, it cannot be reinstated at a later date.

New Benefit Plan: For employees who retired on or after the following dates:

  • Faculty Association, July 1, 1996
  • CUOE/CEP, July 1, 1996
  • University Police Association, September 1, 1996
  • Professional/Managerial, December 1, 1996
  • CUPE Local 1334, December 1, 1996
  • Food Service Employees Association, March 1, 1997
  • Ontario Nurses Association, March 1, 1997
  • College Academic and Research Group, April 1, 1997
  • Exempt Group, July 1, 1997
  • Staff Assoc / USWA Local 4120, January 1, 1998

Old Benefit Plan: For employees who retired before the dates above:

Employees who retired before the dates for the New Plan and who have coverage under the Old Plan, may transfer to the New Plan. If you wish to switch to the New Plan, you should contact a Human Resource Service Assistant (519-824-4120 ext. 53374)

Who authors the JIQ?

The JIQ is to be submitted by a sole incumbent or a representative group of incumbents performing the same work.

Following the incumbent’s submission, the supervisor or supervisors will normally have fifteen (15) business days to review the JIQ and provide their comments on the incumbent’s JIQ submission.

After the incumbent submits the JIQ and the supervisor submits their comments, a copy will be sent to the Chair/Department Head and Dean/Division Head, for final review.  Following receipt, the Chair/Department Head and Dean/Division Head will have up to ten (10) business days to review. 

Who do I call if I am having difficulty with the “my Sun Life” website?

If you are having difficulty with submitting claims or with the website, please call the Sun Life Customer Care Centre at 1-800-361-6212. You can also send secure messages from the website to the Customer Care Centre.

Who initiates GOAL 2.0 and the two-way conversations through the year?

It is the Manager’s responsibility to support their employees’ performance so it follows that the Manager would most often be the one to initiate Quality Conversations, which are two-way conversations. However, this does not preclude an employee from initiating a conversation with their manager when required. Asking for what you need is a positive element of effective self-management

Who is eligible for learning and development opportunities?

All regular full-time staff and faculty are eligible for Learning & Development opportunities. Some programs are designed for specific audiences. Please see the program description for more information.

Who received a Total Compensation Statement?

Total Compensation statements were sent to all active regular full time staff and faculty and contractually-limited members in UGFA, P&M, USW 4120, OSSTF/TARA District 35 and Exempt Employee Groups (who were contributing to the pension plan) and actively at work on December 31, 2018 and active on the distribution date of the statement.

Why are my beneficiaries not provided on the Total Compensation Statement?

Your beneficiaries have not been reported as there are, in many instances, numerous beneficiaries for each plan.  This information could not be accommodated on this statement.   To confirm your designated beneficiaries, or who you have reported as your eligible spouse and dependant children (if applicable), please contact your Human Resources Service Associate at extension 53374.

Why do we have Job Evaluation?

Job evaluation ensures that jobs with the same or comparable responsibilities and requirements are similarly compensated. As a public sector employer we are obligated to maintain pay equity and job evaluation is integral to this requirement.

Why does my statement not reflect vacation and leaves provided to me?

All faculty and staff are entitled to vacation that varies according to contracts and collective agreements between the University and your employee union or association.  Vacation may also vary according to the number of years of service.   In addition to these vacation days, the University has also designated at least one and up to 2 days in December per year when most faculty and staff are not required to report to work.  

Staff may also take advantage of various leaves during their career at the University of Guelph.  These leaves, in some cases, provide salary protection and a great deal of flexibility for employees. 

While this time away from your regular job at the University is quite valuable, it is difficult to quantify the value therefore it has not been included in the total compensation numbers provided on this statement.

Why should staff use G.O.A.L.?

An effective G.O.A.L. program makes for better outcomes for staff, managers, units and the University as a whole.

Using G.O.A.L. appropriately will help staff in the following ways:

  • Clear expectations of work required
  • Relevance of work to the ‘bigger picture’
  • Recognize accomplishments
  • Allow for consideration of resources
  • Clarify dependence on others
  • Give weight and relevance to individual development
  • Provide a framework for support
Will incumbents be provided with time off from work to complete the JIQ?

The JIQ should be completed during work time and typically takes 2 to 3 hours. If working from your existing Job Fact Sheet, it might require less time.

Will my email be forwarded to the Hiring Manager?

Only your attachments will be forwarded to the Hiring Manger, so please be sure to include your cover letter in the attachment – not in the body of your email.

Will the performance review process in the G.O.A.L. program be tied to pay or merit?

With respect to the Professional and Managerial positions the salary pool committed to pay-for-performance will be distributed in accordance with the performance assessment and development results and the staff's position in the salary band. For all staff groups, performance assessment and development results function independent of compensation.