HR info RH Bulletin

Telework and Remote Work

This message is to inform you that:

1. A change has been made to the Table of Human Resource (HR) Authorities to approve telework/remote work.
   AND
2. To clarify the requirements to complete telework/remote work forms.

1. Change to the Table of Human Resource (HR) Authorities to approve Telework/Remote work

The sub-delegated authority to approve telework/remote work has been lowered from the Director/Executive Director (level 4) to the Manager level (level 5). Requests for foreign telework however remain at the Assistant Deputy Minister level (level 2).

2. Clarification on the requirements to complete telework/remote work forms.

As previously communicated, all employees are required to complete telework/remote work forms, including the associated security and occupational health and safety attestations.

Definitions:

• Telework: A voluntary agreement between management and employees, whereby employees are authorized to perform all or part of their duties on a full-time, part-time or ad hoc basis from a telework location.
• Remote Work (current status for most employees of ESDC): Work being accomplished in a remote location that may be used as a temporary measure during unforeseeable circumstances, such as pandemics, states of emergencies and inclement weather.

To facilitate the approval process, a new module was added in myEMS (PeopleSoft) this fiscal year, which encompasses both telework and remote work situations.

Although the same forms within PeopleSoft are used in both contexts (remote work and telework), it should be noted that requirements differ between the two.

Specifically, employees who are currently remote working must disregard references to the need for home insurance, the cost of equipping and maintaining the telework location, and the provision pertaining to the termination of the telework agreement, as these specific conditions only apply to telework and not to remote work.

If not already completed for this fiscal year, all employees are required to complete their request in PeopleSoft by September 30, 2021.

Employees who do not have access to PeopleSoft can also complete the electronic version of the Remote Work / Telework Security Attestation Form and the Remote Work / Telework Occupational Health and Safety Attestation Form. These forms must be completed, signed and kept by both the employee and manager.

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A New Tool on Managing Remotely for Managers

Over the past year, managers have had to quickly adapt to the new context of managing remotely. In order to help and equip them, several tools and resources have been created within the federal public service, in multiple formats such as training, checklists, articles, web pages, podcasts, and more.

To facilitate the consultation, a reference tool has been created for managers. They will be able to find, in a single document, all the links to useful tools and resources, divided into the following major themes:

• Best management practices;
• Virtual communication;
• Managing a virtual team;
• Security;
• Wellness and mental health;
• Technology;
• Health and Safety.

If you have any human resources related questions, please contact the Human Resources Service Centre.

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Leave for COVID-19 Vaccine Appointment or When Experiencing Side Effects

Employees, including students, who need or wish to be vaccinated may do so outside of working hours. If they must be absent during working hours to obtain the COVID-19 vaccine (for first and second dose), Time off Work with Pay for Medical Appointment (code 698) may be granted given the exceptional circumstances linked to the pandemic and because this is considered an appointment of a preventative nature. To note:

• Employees are granted up to half a day, proportionate to the number of hours worked in their regular workday. The time reporting code for this type of leave is Other Paid Leave – Medical Dental Appt. (code 698).
• Employees who are experiencing side effects due to the COVID-19 vaccine and are unable to work may be granted sick leave.
• Employees who are taking their child or someone in their duty of care to obtain a COVID-19 vaccine may first try to attend the appointment outside of working hours or consider using flexible hours to make up the time taken. If they must be absent during working hours, they may use Leave with Pay for Family-Related Responsibilities. Once all options have been considered and the employee does not have any Leave with Pay for Family-Related Responsibilities credits available, Leave with Pay for Other Reasons (699) may be granted for a reasonable time period.

More information on leave during the COVID-19 pandemic can be found in the “Leave Provision” section of the Manager’s Guide on Human Resources Issues During a COVID-19 Pandemic and the Practical Guide on the Use of Leave With Pay for Other Reasons (699).

If you have any questions, please communicate with Labour Relations through the Human Resources Service Centre (select “General HR Enquiry Form”).

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Case Consultation Service for Managers to Support a Healthy and Safe Workplace

Are you a manager faced with a difficult workplace situation that may involve an invisible disability or potential mental health challenge? Alternatively, do you feel that you need additional support and guidance in managing complex workplace issues that could arise within your team? If so, the Human Resources Services Branch’s Case Consultation Service has three options for you:

• Option 1: An individual session for managers facing a specific workplace challenge and seeking solutions to resolve the situation.
• Option 2: A customized scenario-based group session targeted to managers on the same team/directorate.
  If you are interested in either Option 1 or 2, please contact the Duty to Accommodate Centre of Expertise via NC-DTA-OPMA-GD NC-DTA-OPMA-GD@hrdc-drhc.net.
• Option 3: A scheduled learning offering available on the following dates in English and French. If you would like to participate, please register through Saba.

English sessions:

• September 15, 2021, 1:00 p.m.-3:00 p.m. (EDT)
• September 29, 2021, 1:00 p.m.-3:00 p.m. (EDT)
• October 27, 2021, 1:00 p.m.-3:00 p.m. (EDT)
• November 10, 2021, 1:00 p.m.-3:00 p.m. (EST)
• November 24, 2021, 1:00 p.m.-3:00 p.m. (EST)
• December 15, 2021, 1:00 p.m.-3:00 p.m. (EST)

French sessions:

• August 23, 2021, 1:00 p.m.-3:00 p.m. (EDT)
• October 13, 2021, 9:30 a.m.-11:30 a.m. (EDT)
• December 7, 2021, 9:30 a.m.-11:30 a.m. (EST)

All three options are an awareness and capacity/skill development exercise. HR practitioners and mental health professionals will lead and assist you to:

• Increase feelings of empowerment to manage a situation.
• Develop the ability to recognize the signs of psychological distress.
• Develop confidence to proactively address situations, resulting in a trusting relationship with employees.

Still not certain? Here is some positive feedback from participants:

“Excellent session, please hold more.”

“Inspired!”

“That as a manager, I am not alone; I have the support of other managers and human resources professionals.”

Register today! If you have questions about any of the above offerings please communicate with NC-DTA-OPMA-GD NC-DTA-OPMA-GD@hrdc-drhc.net.

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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.

• The Employee Active Screening Tool has been updated to reflect changes related to quarantine following international travel.
• Managers are reminded that as provincial or territorial restrictions begin to ease, departmental guidance remains in effect and continues to reflect Public Health Agency of Canada, Health Canada, and Treasury Board of Canada advice. This includes physical distancing, wearing of non-medical masks, practising of proper hand hygiene, completion of active screening, etc.

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 includes updated guidance on:

• What type of leave applies for employees who are taking their child or someone they have a duty of care to get the COVID-19 vaccine?
• Managers are reminded that as warm summer weather arrives, you may receive enquiries from employees working remotely regarding high temperature levels in their homes. Managers should review OHS Bulletin 20-003 Environmental conditions when working remotely for guidance on addressing this situation.

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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National Day for Truth and Reconciliation on September 30

The government recently passed Bill C-5, which is legislation establishing a new statutory holiday called the National Day for Truth and Reconciliation. The creation of this day was the Truth and Reconciliation Report’s Call to Action #80, which would “honour Survivors, their families, and communities, and ensure that public commemoration of the history and legacy of residential schools remains a vital component of the reconciliation process” (TRC, 2015).

This legislation will create a new statutory holiday on September 30 for federal public service employees. The new statutory holiday is meant to align with Orange Shirt Day, and was created in collaboration with Indigenous Peoples in Canada. The day will provide all Canadians with an opportunity to pause, recognize and honour First Nations, Inuit and Métis residential school survivors, their families and communities. It should also be a day to recognize the history and ongoing impact of residential schools on their families and communities. This may mean making space for quiet reflection, participating in a community event or using teaching resources to help younger people learn about the meaning behind the Day.

As noted in the recent message from the Deputy Ministers, a series of events and learning opportunities for employees will be taking place to recognize the first iteration of this day. However you choose to recognize the National Day for Truth and Reconciliation, take time to continue your learning journey, reflect on what it means and start a dialogue with your friends and family to help lead us all, not only as public servants but also as individuals, to continue to take action so that we can heal together and make reconciliation a reality.

Managers may be receiving inquiries about the technical aspects of taking this day off. Employees will not need to take any action to request this leave because it is a statutory holiday. No entries will be needed in myEMS (PeopleSoft). The specific holiday provisions in the current collective agreements apply to the National Day for Truth and Reconciliation.

If a leave with pay (e.g. annual leave) has already been approved for September 30, 2021, it will automatically be voided in myEMS (PeopleSoft). The manager and the employee will receive an email informing them to delete the transaction and submit a new one if necessary. For a leave request submitted using a GC 178 Leave Application and Absence Report form, it will need to be re-submitted using the ‘Amendment to original’ check box.

Management will be responsible for anticipating and planning for continuity of operational requirements as they do for any other statutory holiday, and they will need to ensure that overtime arrangements are met if employees are required to work on this day. If you have questions about the operational administration of this holiday, please contact Labour Relations through the Human Resources Service Centre (select "General HR Enquiry Form").

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Why is HR Data important to me?

Human Resources is a people-centric profession where connections and trust are vital for our services to be valued and effective.

We pride ourselves on being an organization that cares about our clients, but we previously fell short when it came to fully understanding our clients’ “data”.

To fully support our branch and regional colleagues, the Human Resources Services Branch is now focused on providing modern and real-time analysis of HR data that meets the needs of the department.

With this objective in mind, five principles within the HRSB Data Strategy: – Reimagining Workforce and Workplace Data at ESDC have recently been developed to help guide our decisions around data. To put it into context, data can help us understand the underlying HR-related business problems as well as anticipate questions that departmental clients are seeking support on to resolve. For example:

• Can we predict which staff are likely to leave and/or get promoted?
• What is most important for staff engagement?
• Are we able to highlight employees' skills and link them to new opportunities? How will this support talent management and succession planning?
• How does HR data inform advancing diversity and inclusion goals?

We all have a role to play in improving HR-related data stewardship. If you are interested in learning more about how to better manage and utilize our data, please join the HRSB Data Community of Practice by contacting HRSB’s Workforce Analytics unit EDSC.CN.Analyse-de-Leffectif-Workforce-Analytics.NC.ESDC@hrsdc-rhdcc.gc.ca.

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Disability Awareness and Etiquette training – Did you miss the last training event?

Calling all managers who want to learn more about creating a positive and barrier-free work environment for every employee on their team! You have the power to help build tomorrow’s workforce, and to make it the most inclusive in the world. It begins by raising awareness and understanding of vital communication skills and etiquette guidelines that help you refer, interact, and respond to persons with disabilities.

Did you miss the last Disability Awareness and Etiquette training event? We are happy to announce that Performance Plus Rehabilitative Care Inc. (PPRC) will be hosting a complementary Disability Awareness and Etiquette training this fall!

Join us on September 16, 2021 from 10:00 a.m. to 12:00 p.m. (English session) or on September 22, 2021 from 10:00 a.m. to 12:00 p.m. (French session).

During this training, you will learn:

• About the disability community
• How to refer, interact and respond to persons who have a disability
• How to become more inclusive
• How to set up your team for success

Register now via Webinar Registration - Performance Plus Rehabilitative Care as space is limited. We look forward to seeing you there.

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Classification Conversion – Tips on Change Management

With classification renewal taking place across the Government of Canada with the Computer Systems (CS) group, the Program and Administrative Services (PA) group, as well as the Financial Management (FI) and Auditing (AU) groups, your employees will likely have questions and may require further guidance.

Managers, did you know that there are tips to help navigate change (with straightforward change management key messages for you to reference) available on the Conversion page on iService. Visit today to learn more.

Note: Refer to past editions of the HR info RH bulletin for information on communicating classification related changes.

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