EXECUTIVE DIRECTOR POLICY & PROCEDURE MANUAL
Table of Contents
(Revised May 25, 2008)
The University will provide Executive Directors and their dependents
with competitive Benefits programs to contribute to their well-being.
and morale. This will enable employees to direct their efforts towards
the achievement of University goals and objectives.
ELIGIBILITY FOR BENEFITS
Executive Directors holding a probationary, continuing or term appointment on a full-time basis shall be eligible for group benefits as described in the Benefits Section (Section 7) of the Executive Director Policy and Procedure Manual from the date of hire. Benefits for Executive Directors with part-time or sessional appointments will be determined at the time the employment contract is developed.
GROUP BENEFITS PROGRAMS
(Revised October, 2000)
The brief descriptions which follow on University Group Benefits plans represent only part of full policies available through Human Resources.
Universities Academic Pension Plan:
The Universities Academic Pension Plan (UAPP) is a contributory Defined Benefit plan. Pension benefits are based on salary and years of pensionable service. The provisions of the Universities Academic Pension Plan shall apply to all Executive Directors. Eligibility for participation is determined by statute and Board policy.
Executive Directors who are employed on a full-time probationary or full-time continuing basis shall join the UAPP from commencement of employment.
For more complete information on the UAPP, refer to the Universities Academic Pension Plan website.
Alberta Health & Wellness:
(revised January 1, 2009)
Alberta Health & Wellness coverage is mandatory unless employees are covered under another plan. Premiums are currently not payable in Alberta. Employees must still prove they have coverage in order to be eligible for Extended Health Coverage.
The University of Lethbridge offers Executive Directors two account options; a non-taxable Health Spending Account (HSA) and a taxable Wellness Spending Account (WSA), which allow Executive Directors to select additional benefits most appropraite to their individual needs and lifestyles. Eligible members receive a monthly allocation on an annual basis for their use within the program guidelines. For details contact Pensions and Benefits in Human Resources.
Extended Health Coverage:
Extended health benefits provide financial reimbursement for eligible medical services and presciption drugs. Coverage is mandatory except for employees who are covered under another health plan.
Dental premiums provide expense reimbursement within prescribed limits for eligible dental procedures. Coverage is mandatory except for employees who are covered under another dental plan.
Basic life insurance is mandatory. Optional life insurance is available for eligible employees and is paid for by employees. . Spousal coverage is available under the optional plan. Group Term Life Insurance plan to 2.5 times annual salary to a maximum of $1 million, effective April 1, 2009.
Short Term Disability Coverage (Sick Leave):
Sick leave is an income replacement program to assist Executive Directors financially in the event that an illness prevents them from reporting to work. While on sick leave Executive Directors will be paid their regular salary for a period not to exceed one hundred eighty (180) calendar days or the end of a term appointment whichever occurs first.
Any Executive Director who resumes their duties following an illness and who within twenty-one (21) days is absent due to the same or a related illness shall have the two absences counted as one absence for the purpose of eligibility for sick leave and for long term disability benefits..
Any Executive Director requiring sick leave must immediately report their requirement for leave to their suprevisor. Sick time taken must also be reported on the Monthly Exception Report.
If the duration of the leave extends to five (5) working days, the Executive Director is required to provide a medical certificate to the Vice-President (Finance & Administration). When the sick leave extends beyond two (2) weeks, the university's progressive return to work program applies. The Coordinator, Wellness will meet with the Executive Director and consult with the Vice-President (Finance & Administration) to review expectations and develop a return to work plan based on the written recommendations of a qualified attending medical professional. discussions and information regarding the sick leave will be considered confidential and any communcation with the Vice-President (Finance & Administration) or other employees will be as identified in the Release of Medical Information Consent Form signed by the Exeuctive Director.
If the leave is expected to extend beyond 180 calendar days, the Wellness office notifies Pensions and Benefits in Human Resources, and an application for long-term disability coverage will be initiated as per the LTDI section.
The University management may require an employee, at any time during a sick leave, to be examined by a University appointed physician, to assess eligibility for paid sick leave.
Long Term Disability Insurance:
Coverage is mandatory and the provisions outlined in the carrier contract shall apply to all Executive Director employees.
While on long-term disabiliyt, there is cost haring during the first two years for premium payments on Extended Health, basic Life and Dental plans. Executive Director employees will be responsibile for all premium payments (exception of Spending Account) thereafter.
In the event of total disability and after a qualifying period of one hundred and eighty (180) calendar days of sick leave, the Long Term Disability benefit will be equivalent to 65% of first $4,500 per month with 45% of the balance to a maximum of $6,000 per month of pre disability earnings. Prior to the one hundred and eighty (180) calendar day qualifying period, disabled employees are eligible for Sick leave coverage described in the preceding section.
During the first twenty-four (24) month disability/illness period, the University shares the benefit premiums with the employee accordng to the current agreements. This cost sharing should also cover any increase in premiums due to salary increases, benefit rate changes, or changes in the cost sharing structure. After the initial twenty-four (24) month period, the employee would assume full responsibility for benefit premiums (excluding Spending Account), including pension.
Voluntary Accidental Death and Dismemberment:
Accidental Death and Dismemberment coverage is a voluntary program where employees may purchase coverage for themselves and their dependents.
(New - February 2005)
The Executive Directors shall meet at least once annually with
the Vice-President (Finance and Administration) (prior to March 1)
to discuss matters related to benefit plans. Any amendments to the
benefit plans shall only be enacted with mutual agreement.
Maternity/Adoption/Parental Leave Policy
(Revised May 25, 2008)
After completing twelve (12) months of continuous service, a pregnant
Executive Director employee requiring maternity leave shall be granted
up to fifty-two (52) weeks of leave.
The fifty-two (52) weeks is comprised of an initial period up to fifteen (15) weeks paid Maternity leave immediately followed by up to thirty-seven (37) weeks unpaid Parental leave. See Adoption/Parental section below regarding eligibility for payment.
After completion of twelve (12) months of continuous service, fathers are eligible for up to thirty-seven (37) weeks of unpaid Parental leave upon the birth of their child. If both parents are employees of the University, the parental leave may be taken entirely by one of the parents or may be shared between the two. Shared time may be required to be consecutive rather than concurrent and shall not exceed thirty-seven (37) weeks in total between the two parents.
After twelve (12) months continuous service, an employee shall be granted unpaid Parental leave for up to thirty-seven (37) weeks immediately following the Adoption of a child of up to the age of 18. The employee may be required to furnish proof of adoption. If both parents are employees of the University, the parental leave may be taken entirely by one of the parents or may be shared between the two. Shared time may be required to be consecutive rather than concurrent and shall not exceed thirty-seven (37) weeks in total between the two parents.
Employees eligible for EI Maternity or Parental benefits may receive the Supplemental Unemployment Benefit (SUB) Plan in effect at the time the leave commences. As of March 2002, the plan provides up to 95% of the normal salary less the amount received from EI. The SUB is currently available for up to seventeen (17) weeks (2 week waiting period and 15 weeks EI paid) and is subject to the EI regulations for SUB plans.
Employees who have received the SUB plan due to maternity are not eligible for the SUB plan under subsequent parental leave of the same leave. If both parents are employees of the University, and the parental leave is shared between the two, only one is eligible for the SUB. Shared time may be required to be consecutive rather than concurrent and shall not exceed thirty-seven (37) weeks in total between the two parents.
At least six (6) weeks written notice must be given to the Supervisor and Human Resources to start the Maternity or Parental leave. Notice prior to Parental leave is not required after Maternity leave unless it was originally agreed to only take fifteen (15) weeks of maternity leave. While the employee may be unable to give six (6) weeks notice for unpaid Parental leave for Adoption, the employee will keep the Supervisor apprised of the adoption process to enable advance planning for the coverage of their position.
An employee granted Maternity/Adoption/Parental leave shall, upon return to work, be returned to their former position or be placed in another comparable position at not less than the same salary that had accrued to them and at the same level of benefits that is applicable to employees in their classification.
An employee intending to return to work will be required to give four (4) weeks notice in writing of their intention to return to work and the date of return.
The leave shall be the same for a single child or a multiple child- birth, or an adoption of one or more children.
(Revised, June, 2000)
An Executive Director may be granted up to five (5) days of leave with pay per calendar year for bereavement due to a death in the immediate family, (immediate family shall mean an Executive Director's spouse including common-law spouse, son, daughter, sister, brother, parent, parent-in-law, grandparent, brother-in-law and sister-in-law), change of domicile (maximum two (2) days per year), and funeral of a close friend (maximum one (1) day). The President/Vice-President must be informed in advance.
Family Emergency Leave:
Recognizing that from time to time an Executive Director may need to miss periods of work during times of family emergency, the University will support a maximum of five (5) days of paid leave per calendar year. The authorization for leave will be at the President/Vice-President discretion and will not be considered an automatic annual entitlement.
(Revised June, 1999)
An Executive Director may make written application for Leave Without Pay (LWOP) at least one (1) month prior to the date they intend to commence their leave. Arrangements affecting salary and benefits will be established before the leave is approved. All applications for LWOP will be considered by the President/Vice-President relative to the business or operational requirements of the department.
Benefits While on Leave:
An Executive Director shall be responsible for the payment of all premiums and contributions required during any unpaid leave for the maintenance of all economic benefits for which he/she is eligible. Long-term disability coverage may be purchased during unpaid leaves that are three (3) months or less in duration. Eligibility for the Universities Academic Pension Plan during periods of unpaid leave shall be subject to the regulations of the UAPP.
Accrual of Service During Leave:
Accrual of service shall not be affected by paid or unpaid leaves granted by the University.
VACATION AND STATUTORY HOLIDAYS
(Revised May 25, 2008)
Executive Directors will be provided up to twenty-two (22) days of paid vacation for each year of full-time continuous service accrued at the rate of 1.83 days per month from the date of hire. Beginning on the month of the Executive Director's fifth anniversary with the University, the annual entitlement will increase to twenty-seven (27) days per year accrued at the rate of 2.25 days per month. Beginning on the month of the Executive Director's 24th anniversary with the University, the annual entitlement will increase to thirty (30) days per year accrued at the rate of 2.5 days per month.
A vacation balance of a maximum of 15 months entitlement (twenty-two (22) days up to fifth anniversary and twenty-seven (27) days thereafter) may be accumulated at any given point. Executive Directors must report any vacation taken on the Monthly Exception Report.
Executive Directors must schedule time off for vacation by notifying the President/Vice-President in advance. The President/Vice-President may require an Executive Director to reschedule vacation if work priorities are sufficient to warrant it, in the judgment of the President/Vice-President.
Vacation entitlement is not earned during periods of leave without pay that exceed twenty-two (22) working days a year in duration.
(Revised July 2010)
All Executive Directors are eligible for the Tuition Benefit. Term Executive Directors must complete 6 months of service for eligibility.
The Board shall allow each Executive Director a waiver of one hundred per cent (100%) tuition and materials and services fees for undergraduate credit courses at the University of Lethbridge, up to a maximum of 15 credit hours per semester. Co-operative courses will qualify for the Tuition Benefit.
An administration fee of $15.00 per semester course shall be charged to the Executive Director to a maximum of $45.00 per employee per semester.
Normal regulations on tuition and other course fee payments and deadlines will apply.
The taxation of the instruction fee support shall be in accordance with Canada Revenue Agency regulations.
Employees will be eligible for the Tuition Benefit during any unpaid leave that exceeds 22 working days. If, after returning from an unpaid leave, an employee who voluntarily leaves the service of the University of Lethbridge prior to the expiration of the term of the appointment or within 12 months from the initial date of return, whichever period is less, they will be required to refund a portion of the Tuition Benefit.
DEPENDENT TUITION BENEFIT:
(Revised July 2011)
The spouse and dependents of an Executive Director shall be entitled to a fifty per cent (50%) reduction in tuition fees, including the materials and services fee, charged for undergraduate credit courses at the University of Lethbridge, up to a maximum of 15 credit hours per student per semester.
Where both parents are employees the Tuition Benefit for a dependent shall be 50%, depending upon any proration for part-time employment. Co-operative courses will qualify for the Tuition Benefit.
This above clause will not be in effect until the Fall 2015 semester. The Tuition Benefit will remain an additive to a maximum of 100% where both parents are UofL employees.
An administration fee of $15.00 per semester course shall be charged to the student, to a maximum of $45.00 per student per semester.
The spouse and dependents of an Employee with no less than one year of service, who dies while employed by the University shall be entitled to a waiver of one hundred per cent (100%) of the tuition, including the materials and services fee, for undergraduate credit courses undertaken at the University for a period of four (4) years following the death of the employee, up to a maximum of 15 credit hours per student per semester.
The definition of spouse and dependent shall be consistent with the definition used for entitlement to the Extended Health and Dental Plans. Reimbursement of Tuition Benefit is prorated for part-time employees.
Normal regulations on tuition and other course fee payments and deadlines will apply.
The taxation of the Tuition Benefit shall be in accordance with Canada Revenue Agency regulations.