HR info RH Bulletin

Mental Health Resources: Employee Assistance Program (EAP)

During this unprecedented time, it’s so important for us to take time to support one another in our mental health paths. It is up to all of us to encourage open and honest discussions in our virtual workplace about mental illness and mental health – and help remove the stigma. Tools and resources are available, and this week’s spotlight is on Employee Assistance Program (EAP).

The Employee Assistance Program is a voluntary and confidential service, to help employees at all levels (and in most instances, family members) who have personal concerns that affect their personal well-being and/or work performance.

• All services are bilingual, free, voluntary and confidential
• Individual and confidential counselling service for you and your immediate family, 24 hours a day, 365 days a year provided by Health Canada.
• In crises, professional assistance is immediately available over the phone.

To access EAP services, call Health Canada at 1-800-268-7708, Telecommunication Device for the Deaf (TDD): 1-800-567-5803.

Note: Refer to past editions of the HR info RH bulletin for other available mental health resources, including SOS.

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Reminder on Language of Work Obligations

Have you ever wondered whether you have to communicate with your employees in English or French? Or, have you wondered if your employees are allowed to attend training in the official language of their choice?

The answer is ‘it depends’! The official languages rights of employees vary if they are in a bilingual region for language of work versus a unilingual region, and if they occupy a bilingual position versus a unilingual position.

In bilingual regions, your employees must be provided with work tools, electronic systems, and training in their official language of choice. Your employees must also be able to obtain personal and central services in their official language of choice. Employees who work in bilingual regions and occupy a bilingual or an “English or French essential” (either/or) position can be supervised in the language of their choice, regardless of where the supervisor is located. Likewise, managers occupying a bilingual position must supervise their employees in the official language chosen by the employee, regardless of the linguistic requirement of the employee’s position. In unilingual regions, the language of work is generally the language that predominates in the province.

That said, there remains exceptions to when employees can work in their language of choice. We encourage you to consult the Language of Work at a Glance (PDF, 162 KB) tool, which provides an overview of the official languages obligations depending on the region.

Be sure to check out the Manager’s Toolkit for other tools to support you with your official languages obligations.

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Leave with Pay for Other Reasons (Code 699)

Updated guidance on the use of Leave with Pay for Other Reasons (Code 699) can be found in the “If you need to take time off because of COVID-19” section of the Coronavirus disease (COVID-19): Employee illness and leave site. Employees and their managers should discuss if and how this change in guidance affects their current situation.

The 699 leave is granted on a case-by-case basis after all available options have been considered (e.g., remote work, flexible work hours, etc.), and other relevant paid leave has been used. Managers must consult Labour Relations via the Human Resources Service Centre prior to granting or denying any Leave with Pay for Other Reasons (Code 699).

Recognizing that this is a challenging time for everyone, there are a wide range of services and supports available to you, such as the Employee Assistance Program (EAP), Workplace Mental Health and Mental Health Tips for Working from Home During COVID-19.

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ESDC’s Guide to Returning to the Workplace

ESDC’s Guide to Returning to the Workplace has the latest pandemic-related information for employees, managers and other enablers.

Managers are reminded to:

• Ensure that only approved employees are permitted to be in the workplace and are respecting the protocols outlined in the Toolkits for Employees;
• Immediately report confirmed or suspected cases of COVID-19 in the workplace; and
• Refer to the existing information on the use of non-medical masks in the workplace and promote the continued importance of physical distancing and frequent hand hygiene measures. Health Canada is currently reviewing the updated guidance on the use of three-layer masks, but has confirmed the current guidance remains valid.

In addition, check out the new Keeping Our Workplaces Safe podcast series. The first three episodes are less than five minutes each and focus on the key elements and obligations of working safely whether from home or the workplace.

Manager’s Guide on Human Resources Issues During a COVID-19 Pandemic

The Manager’s Guide on Human Resources Issues During a COVID-19 Pandemic has been updated to include:

• New guidance on the Use of Leave with Pay for Other Reasons (699) effective November 9, 2020 (accessed from Labour Relations Documents on COVID-19). This new guidance includes:
  • a restructure and update of section 8.8 Leave Provisions;
  • removal of Leave Due to Illness (formerly section 8.9); and
  • removal of Leave to Care for Family Member (formerly section 8.10).
• New questions on Duty to Accommodate when working remotely.

You can find the complete list of updates in the Summary of Updates section of the Manager’s Guide.

Managers with case-specific enquiries can also contact their Regional Occupational Health and Safety (OHS) Advisors through the Human Resources Services Centre.

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Pay Bulletin from ESDC’s Compensation Services Directorate

Phoenix pay system damages agreement

The Government of Canada and the Public Service Alliance of Canada (PSAC) reached a joint agreement to compensate up to 125,000 current and 35,000 former employees who may have been impacted by the Phoenix pay system. This agreement, co-developed by PSAC and the federal government, applies to employees, former employees and the estates of deceased employees represented by PSAC. The agreement also extends to employees in excluded PSAC positions.

This agreement, which provides compensation for fiscal years 2016 to 2020, includes a lump sum payment as described:

• 2016–2017: $1,000
• 2017–2018: $500
• 2018–2019: $500
• 2019–2020: $500

Additional information in regards to the lump sum payment will be communicated at a later date.

Vacation and Compensatory Leave Cash-out for 2021

This information applies to Executives (EX), unrepresented, excluded and represented employees.

Following consultations with bargaining agents, the Treasury Board of Canada Secretariat has decided to continue the postponement of the automatic cash-out of vacation and compensatory leave for 2021.

The vacation and compensatory leave payouts will not be automatically cashed-out in 2021, unless requested by the employee.

The next automatic cash out date of excess hours will be, in most cases, on March 31, 2022, or as stipulated in the relevant collective agreement.

Pension and Benefits email notification system

Treasury Board of Canada Secretariat has announced the launch of a new pension and benefits email notification system that will provide members with direct and timely information about the public service pension and benefits plans.

This new system was developed to respond to the results of the 2019 Public Service Pension and Benefit Plans Member Survey, which indicated that the majority of plan members prefer to receive information about their pension and benefits by email.

Members can subscribe to receive information directly using the email address of their choice and customize the information they receive by selecting the plans that interest them. These preferences can be updated at any time and will ensure members always receive information about what matters most to them. The best part is that members will receive this information as soon as it becomes available!

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Curious about what types of staffing appointments were made in 2019-2020? Refer to the Staffing Year End Report

The Human Resources Services Branch (HRSB) recently completed the Staffing Year End Report 2019-2020 (PDF, 613 KB).

Curious about how many or what types of staffing appointments were made in 2019-2020? Read this report, which contains various statistics and accomplishments on staffing, recruitment, employment equity, and official languages.

We encourage you to use this report as a reference when planning and discussing staffing and hiring options.

If you have questions on this initiative, please send an email to the HRSB’s Workforce Strategies Division.

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December: A Month of Comfort and Joy to Promote Connection

This year’s holiday season might be a welcome break for some, or a stressful and lonely time for others. As such, HRSB’s Workplace Wellness team is proposing activities to bring comfort and joy to the everyday lives of our employees through the practice of hygge, to help them stay present with themselves and connected with their colleagues.

What is hygge?

Hygge, pronounced “hoo-gah”, is a Danish concept that is the art of creating intimacy in your home, for yourself and with friends. Adding hygge elements to your workplace setting will help create that cozy environment many are craving right now.

How to practise Hygge during your workday:

• Enjoying a hot beverage. A freshly brewed coffee or tea in a favourite mug or dainty cup and saucer can bring contentment at any point during the day. Take a moment to talk with colleagues about your chosen brew or go-to mug. This heightens the enjoyment factor and helps you connect on a personal level.
• Adding life to the workspace. Whether it is a real or fake plant, a beta fish or a cuddly kitty (we’ve all seen pics or videos where a cat decided to nap on a keyboard). Invite those moments of distraction to enjoy nature around you.
• Adding coziness. Whether you’re working from home or in the office, adding an element of warmth and comfort is easy. Having a throw handy when it gets cold, wearing your softest fluffy socks can make any day better.

How to host the ultimate virtual hygge holiday celebration:

• For the eyes: Decorate your personal workspace with something that makes you happy.
• For the ears: Play soft holiday music in the background. Compile a playlist of favourites from your colleagues beforehand.
• For the touch: Get comfy. Wearing anything fluffy, soft or festive is fun.
• For the palate: Share your family favourite holiday baking recipes and sample at the same time. Talk about the memories evoked by your comfort foods.
• For the nose: Burn a candle, drink a festive aromatic concoction or smell some evergreen.
• For the heart: Whether virtually or through snail mail, share a hand written holiday card or thoughtful note to add a personal and meaningful touch.
• For the soul: Do something fun together. A craft, team bingo, a trivia game. Anything lighthearted and stress-free.

Read the The Little Book Of Hygge: The Danish Way To Live Well to learn more about the principals of hygge. For daily inspiration search #hygge on Instagram or join the one of the many hygge facebook groups.

If you need extra support this holiday season, don’t hesitate to consult the Services to Assist You on iService to learn more about the services available to help you cope with mental health issues and personally challenging situations.

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This winter, stay inside where it’s warm and take online training with the ESDC National Learning Catalogue

The New Year is fast approaching, and we are looking forward to new beginnings and opportunities! It’s also the perfect time to take stock of national learning opportunities in support of departmental priorities. Access ESDC’s January-March National Learning Catalogue and register for events that will enable you to continue to deliver excellent service to Canadians in 2021.

Visit ESDC’s Learning Priorities and Learning Catalogue to discover learning opportunities on mental health, transformation, desktop applications, retirement planning and much more.

While you review your learning plans, don’t forget to check on the status of your mandatory training completion that is listed in your Saba profile.

If you have questions about any of the catalogue offerings or tracking your completed learning, please contact the College@ESDC.

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Winter is coming! Refer to the Updated Guidelines on Reporting to Work During Inclement Weather

With winter soon upon us, managers can expect severe weather conditions to cause disruptions. To assists managers, Labour Relations has updated the Guidelines on Reporting to Work During Inclement Weather and associated Frequently Asked Questions (FAQ).

The updated guidelines take into account that many employees are now working remotely, as a result of the COVID-19 pandemic. This new reality means added considerations for managers trying to maintain operations during an office closure or inclement weather. These updated guidelines and FAQs will clarify when Other Leave with Pay is appropriate and considerations before granting this leave.

Managers should contact Labour Relations via the Human Resources Service Centre should they have any questions or concerns that requires advice and guidance.

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