Long Service Award Calculation Criteria

Calculation of Continuous Service for the purpose of Long Service Awards Only

The purpose of calculating service for Long Service Awards is to recognize and celebrate milestones in continuous service to the University of Lethbridge. However, there have been some differences about current methodology for calculating long service, which resulted in an internal review. As a result of the review, effective September 16, 2013, the University will now be calculating continuous service for the purpose of Long Service Awards differently.

The University now recognizes long service based on the following criteria:

  • Differentiating service as being continuous service overall, rather than by continuous service only in certain appointment types,
  • Recognizing that a full year for Faculty is a full teaching year, regardless of whether the initial appointment was for July 1 or some other date before September 1 of the first year,
  • Defining a break in service as more than 3 months,
  • Confirming that continuous service is
    • not adjusted for (no change)
      • movement between employee groups
      • seasonal layoffs i.e. sessional support staff
      • part –time vs. full-time, i.e. working less than full time hours/week or less than a full course load
      • paid leaves such as study, administration, maternity or sick leave
      • unpaid leaves for LTDI or parental leave, and
      • other unpaid leaves of less than six months in duration.
  • adjusted for (some change)
    • layoffs of six months or more in duration, and
    • union, political and other unpaid leaves without pay of six months or more in duration, and
    • Clarifying that the following appointment types are not considered service: Post-Doctoral Fellows, Post Retirement Contracts, Sessional Faculty.

Rationale: Long service awards are a celebration of the continuous years of service an employee has contributed to the University of Lethbridge.

  • To exclude short term appointments even when there has been no break in service is to suggest that work as a term, temporary or project employee was not valued.
  • Academic staff who started later in the summer, especially as a result of timing to conclude a previous appointment, or because of the University’s decision to save money with a later-than- July 1 appointment, should not be penalized. Academic staff who have taught the full teaching year wish to be recognized together with the colleagues with whom they started their University of Lethbridge careers.
  • With breaks in service defined as being three months, the intent of the University to recognize continuous service is clear. However, term breaks over the summer, weekends, Christmas break and statutory holidays are not included inadvertently.
  • Paid leaves are recognized as service, as are parental leaves and LTDI, both of which relate to protected grounds under Human Rights. However, the procedure for adjustments for other unpaid leaves is clarified.

Other types of Service:

The above has no impact on the calculation of pensionable service or service/seniority/career progress as defined under the relevant collective agreement, handbook, or manual, all of which are governed by their own specific rules.

Awards Ceremony

Employees normally achieve the service landmark before service is recognized and service is recognized in the last year of work. However, exceptions may be made for the following reasons:

  • For employees who take administration leave and who have expressed the intent not to return to active service at the conclusion of the leave, or
  • Faculty members who are not returning to active service in the Fall semester; or
  • Employees who will not be returning to active service near or around the beginning of the Fall semester, or
  • Employees who have been on LTDI for more than two years, with no expectation of return.

For comparison purposes, the previous status is below:

Previous status:

Years of service for the purposes of long service awards is based on the following:

  • the number of years of service in certain appointment types
    • Support Staff: Regular appointments, but not term or project appointments
    • Faculty: Faculty Members, Professional Librarians or Academic Assistants on probationary, continuing or tenure appointments, but not a term or sessional appointments.
    • APO: Continuing appointments, but not sessional, term or coaching appointments.
    • full years of service from July 1 – June 30, regardless as to whether or not the faculty member taught the full teaching year, with
      • no adjustment for
        • moves between employee types
        • seasonal layoffs (sessional support staff)
        • part –time vs. full-time
        • paid leaves such as maternity or sick leave,
        • unpaid leaves such as parental leave and LTDI
  • adjustments for union, political and other unpaid leaves without pay had never been addressed.