Frequently Asked Questions

Answers

Am I allowed to contact my colleagues after hours?

A: The Disconnecting from Work policy is about respectful work-life boundaries. Before you send a message outside of work hours, consider whether it can wait.

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.

As a faculty member, am I expected to respond to student emails that arrive in the evenings or on the weekend?

A: No. Students might reach out to you with questions when they are studying or working on assignments, but you are not expected to answer their messages outside of normal working hours.

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.

Can my supervisor book meetings over the lunch hour?

A: Under the Disconnecting from Work policy, employees should do their best to respect one another’s lunch and break times. If a meeting has to be booked over the lunch hour because of conflicting schedules, talk to your supervisor to ensure you still take your break, whether that is before the meeting or after.

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 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 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.

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.

How do I manage my supervisor’s expectations around disconnecting from work?

A: The Disconnecting from Work policy reinforces a culture of boundaries. Speak with your supervisor about your situation and requirements for being available outside of regular hours or responding during emergencies. Reinforce your own boundaries by responding after-hours only when necessary.

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.

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 a flex-hours arrangement – I often work outside of standard hours or take my lunch break other than at noon. How does this policy apply to me?

A: The University’s business hours are 8:30 a.m. to 4:30 p.m. and most employees take a lunch break from noon to 1 p.m.

This policy applies to all those employed by the University. Speak with your supervisor to ensure you both understand the parameters of how this policy will apply to your work situation.

Outside of regular hours, your colleagues and supervisor may not be available to respond to you in a timely way.

I have a pressing deadline/I am working on a time-sensitive major project that requires me to work outside of my regular working hours. How does this policy apply to me?

A: The Disconnecting from Work policy is meant to reinforce respectful boundaries for contacting employees outside of their regular working hours. While employees are permitted to contact each other outside of working hours, the policy encourages everyone to be respectful of each other’s time away from work.

When working on a deadline or on a time-sensitive project, there may be times you need to work outside of regular hours. Make sure you talk with your supervisor in advance about the situation, how long those working conditions are expected to last and how your additional work will be recorded.

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

You need to inform both the University of Guelph and the University Pension Plan:

• U of G, by emailing Human Resources, or by calling 519-824-4120 extension 53374.

• UPP,  by emailing  UPP Member Services, or by calling 1-833-627-7877.

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

Tax slips are mailed by CIBC Mellon to the home address that  UPP has on file for you. They are usually sent out before the end of February for the previous calendar year.

If you have not received your T4A by the end of February, please contact UPP directly, by email at UPP Member Services, or by phone at 1-833-627-7877.

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.

You also need to inform the University Pension Plan (UPP). You can do so via email at UPP Member Services or by phone at 1-833-627-7877.

I tend to think about work projects after hours. How can I make sure I get those thoughts to my colleagues before I forget while still respecting their work hours?

A: Microsoft Outlook has a Delay Delivery option for email messages. Consider using it outside of working hours to have your message arrive when business hours resume.

Learn to delay delivery of email messages in Outlook.

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

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

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.

In light of this policy, will job fact sheets be re-evaluated?

A: No, job fact sheets will not be re-evaluated or changed as a result of this policy’s implementation. Review of job fact sheets will follow current procedures and timelines.

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 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 job fact sheet requires me to be on call for emergencies. How does this policy apply to me?

A: The Disconnecting from Work policy is meant to reinforce respectful boundaries for contacting employees outside of working hours. While employees are permitted to contact each other outside of working hours – and there may be an expectation to do so, particularly when an individual is on-call for emergencies – the policy encourages everyone to be respectful of each other’s time away from work. Supervisors should ensure that no employee is on call at all times and that those who have on-call periods have an appropriate amount of time between on-call shifts.

Q: Will the University address workload demands that cause employees to stay connected outside of working hours?

A: The University strives to support work-life balance for all its employees. If you have concerns about your workload, please speak with your supervisor.

Someone I don’t report to regularly contacts me outside of work hours and expects a quick response. What should I do?

A: If the person is contacting you for something that is not an emergency, reinforce your own boundaries by responding during your regular work hours. If the individual continues to contact you outside of work hours, speak with your supervisor about expectations and for assistance managing the situation.

Supervisors - Am I allowed to contact my employees after hours?

A: The Disconnecting from Work policy is meant to reinforce respectful boundaries for contacting employees outside of working hours. While employees/supervisors are permitted to contact each other outside of working hours, particularly for emergencies when an individual is on call, the policy encourages everyone to be respectful of each other’s time away from work.

Before you send an after-hours email, consider whether the message can wait until regular hours.

If your team is working toward a deadline that requires additional work outside of regular hours, be clear with your team in advance about expectations, how long the requirement will last and how their extra time will be recorded. In such a scenario, be particularly mindful of when you are contacting employees and be sure to follow through on commitments to lieu time.

Be mindful of how employees interpret messages from you and what they may infer about your expectations. If you are sending a message at the end of the day on a Friday to clear something off your to-do list, your employees may interpret that as an expectation they respond over the weekend. If you don’t require a response before Monday, make that clear in your message.

Supervisors - Do supervisors and executives have the right to disconnect?

A: Yes, the Disconnecting from Work policy applies to every employee at the University of Guelph.

Supervisors - I supervise an employee who works flex hours/I supervise faculty who do not regularly work within the University’s standard hours. Do I have to be available to respond to that employee outside of my own work hours?

A: The Disconnecting from Work policy applies to every employee at the University of Guelph. You are encouraged to set expectations with those who report to you about when you will be available to them. Speak with your team to reach an understanding of availability. For instance, outside of an emergency, you may not be available before 8 a.m. or after 5 p.m.

The Disconnecting from Work policy is not one-size-fits-all. It is a universal principle that will have individual application.

Supervisors - The nature of our work requires someone from my team to be on call 24/7. How does this policy apply?

A: In rare situations, a unit may require coverage 24 hours a day, 7 days a week. In this situation, ensure that no one employee is expected to be on call at all times. Distribute accountability within your team. Make sure your employees clearly understand what qualifies as an emergency and what expectations are when they are on call.

The University pays for my smartphone. Am I expected to answer calls on it outside of regular work hours?

A: Speak with your supervisor about expectations for availability outside of work hours.

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.

Under this new policy, is my supervisor allowed to contact me (call, email or text) outside of work hours?

A: The Disconnecting from Work policy is meant to reinforce respectful boundaries for contacting employees outside of working hours.

While employees are permitted to contact each other outside of regular work hours, the policy encourages everyone to be respectful of each other’s time away from work. The policy may be used to set expectations around situations when it is necessary to contact someone outside of work hours (e.g., an emergency) and when that contact can wait.

Instead of sending an email or making a call after hours when you happen to be thinking about a work topic, wait and reach out in the morning. Disconnecting from work is essential to work-life balance and mental health.

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 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 does “disconnecting from work” mean?

A: The term “disconnecting from work” is defined in the Employment Standards Act, 2000 to mean not engaging in work-related communications, including emails, telephone calls, video calls or sending or reviewing other messages, to be free from the performance of work.

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 if someone continues to expect me to work outside of my regularly scheduled hours?

A: If you find that colleagues or others in the University are preventing you from disconnecting outside of work, report your concerns or issues in writing to your immediate supervisor.

If you are concerned that your supervisor is not following the requirements in the policy, contact your HR consultant or your FASR consultant.

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 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 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 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 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 GOAL 2.0 program?

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

• Visit the GOAL 2.0 SharePoint Site for tools and templates.
• Contact your HR Consultant for advice and guidance as you embark on the GOAL 2.0 cycle.
• Learning & Development offers learning supports for managers, including leadership development programs.

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 re-class 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.

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 and meet all other eligibility requirements may opt to continue Extended Health and Dental coverage, on a premium cost-shaing 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 most retirees after mid-1990s,

• Certain employee groups have changed coverage since March 2020 when the bulk of the New Benefit Plan booklet was created, particularly around paramedical coverage and counselling maximums.
• These coverages would have continued into retirement for new retirees.
• Existing retirees are not eligible for these coverage changes.

Old Benefit Plan:   For select retirees who retired before the mid-1990s who did not opt to transfer to the New Benefit Plan when it became available.

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.

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 is the University implementing an Electronic Monitoring Policy?

In 2022, the Ontario government passed Bill 88 – the “Working for Workers Act” – that requires organizations with 25 or more employees to have a written policy about electronic monitoring of employees.

Learn more about requirements under the Employment Standards Act, 2000 (ESA) covering the electronic monitoring of employees.

What is “electronic monitoring”?

For the purpose of the University’s policy, electronic monitoring is a broad term that generally refers to a system or tool’s ability to report on its usage or user interaction.