GEB-P1 - Support Staff Working Conditions and Benefits

The Prairie Spirit School Division recognizes the importance of the well being and security of its support staff and, to this end, has established the following procedure on support staff benefits.  Further to this, the Staff Liaison Committee of the Board will meet on a regular basis with representatives of support staff groups to identify concerns.

Support staff shall include Educational Assistants, Library Technicians, Administrative Assistants, the Technology Technicians, Division Office staff, Bus Drivers, Custodians, Mechanics and Maintenance personnel.

Some of these staff may be employed under compensatory or pilot project grants such as Small Schools, Student Services and Special Project grants.  All such positions are dependent upon the grant received and the positions shall be terminated as funding is terminated for the specific position for which the individual was employed.  Benefits extended to support staff employees will also apply to individuals employed under the interim grants.

Support staff rehired after having been laid off for less than three years shall retain their years of experience for the purposes of determining their salary.  If the break of employment is greater than three years, their salary shall be determined on the salary schedule at zero years of experience.

Sick Leave

Sick leave is provided for the sole purpose of ensuring an income to an employee during periods of personal illness.

All regular support staff members are entitled to two (2) days sick leave per month worked pro-rated on the basis of percentage of time worked as per the requirements of the job.  Sick leave credits, which will provide leave of absence with pay, shall accumulate to a maximum of 120 days on a pro rata basis.

The maximum sick leave, as referred to above, shall be reduced by the total number of working days taken as sick leave.

Sick leave shall not accrue while on any leave of absence without pay, or on actual sick leave.

In any case of absence due to illness, the employee shall report the matter to the employee’s supervisor as soon as possible or no later than the time the employee’s work commences. 

Up to five (5) days of sick leave entitlement per school year for 10-month support staff and up to six (6) days of sick leave entitlement per school year for 12-month support staff may be used for family related matters (illness, injury, medical appointments) for the employee’s spouse, partner, children, parents or parents-in-law.  Where both parents are employees of the Division, only one parent may utilize the above days at any one time.  This leave is non-cumulative from one school year to the next school year.  This leave is prorated for part time employees.

An employee shall be required to produce a medical certificate after being absent from work for medical reasons for more than three (3) consecutive days.  Certificate costs are to be assumed by the employee.  In some cases, an employee may be required to produce a medical certificate indicating his/her fitness to return to work.

The following is a list of conditions under which sick benefits would not be paid:

• 1. Employee not under the care of a doctor for a period longer than three days.

  2. From the date the Division receives notification of an approval of a claim for an employee whose illness or injury is covered by Workers’ Compensation or the Canada Pension Plan.

  3. Employee whose illness or injury results from committing a criminal offense.

  4. Employee who has plastic surgery solely for cosmetic purposes (unless attributable to injury or illness).

  5. Employee whose illness or injury results from riots or wars.

  6. Employee where illness or injury results from non-Division employment.

Sick Leave for Substitute Employees

Substitute employees shall earn one day for every nine consecutive days worked. Entitlement is not cumulative from one assignment to another assignment.

Compassionate/Bereavement Leave

Each support staff employee shall be allowed compassionate leave without loss of salary for up to, but not exceeding, three (3) days per circumstance in the case of death, serious illness, or other tragedy in the immediate family of the employee or spouse.

“Immediate family” shall include wife, husband, partner, son, daughter, son-in-law, daughter-in-law, father, mother, father in-law, mother in-law, brother, sister, brother-in-law, sister-in-law, grandparents, or grandchildren. Children and grandchildren shall include natural, step or foster children. 

Each support staff employee shall be allowed up to one (1) day to attend the funeral of other relatives or friends.   

Members of a Religious Order shall be entitled to one (1) day of compassionate leave in case of the death of any member of the same Order.  In such a case, replacement salary cost (if required) will be deducted.

Additional leave, with or without salary, may be granted by the Board or its representatives provided there are extenuating circumstances.

In all cases, the employee shall receive approval from Senior Administration.

Maternity Leave

“A pregnant employee who has been employed by the same employer for at least 12 consecutive months is eligible for maternity leave.” (Employment Standards Code - Section 53).  The length of Maternity Leave, as per Section 54(1) is usually 17 weeks.

It shall be the responsibility of the employee to request, in writing, maternity leave from the Board, preferably at least four weeks prior to the intended leave. (Employment Standards Code - Sections 54 - 56) 

Any extension of maternity leave beyond that granted by the Employment Standards Code shall be determined by the employee and the Board to their mutual satisfaction.

Maternity leave shall not constitute a break in employment.

Parental Leave

An employee who adopts a child under the laws of the province or becomes the natural parent of a child is entitled to parental leave to a maximum of 37 continuous weeks if

• 1. The employee has been employed by the employer for at least 7 consecutive months; and

  2. The employee gives written notice to the employer at least four weeks before the day specified in the notice as the day on which the employee intends to begin the leave.  (Employment Standards Code Section 58)

Subject to the approval of the Board, each employee may be allowed one day paternal leave or, in the case of adoption, one day of adoption leave without loss of salary.

Support Staff Maternity, Adoptive and/or Parental Leave Supplementary Employment Benefit (SEB) Plan

Every employee is entitled to maternity, adoptive and/or parental leave as per the provisions of the legislation.

In recognition of the benefits to the Division operations of having experienced support staff return to employment with the Division following maternity, adoptive or parental leaves, the Division will provide a Maternity, Adoptive or Parental Supplementary Employment Benefit (SEB) Plan to eligible support staff employees.

An eligible employee is defined as an employee that:

i)  Has a minimum of two consecutive years employment with the Division and

ii)  Is eligible for maternity, adoptive and/or parental leave as per Manitoba Employment Standards Code and who qualifies for Employment Insurance benefits and

iii)  Agrees to return to work for a period of one year following the maternity, adoptive and/or parental leave and

iv)  Agrees to repay the supplementary benefit if s/he fails to return to work with the Division following the maternity/adoptive leave.

Maternity, Adoptive and/or Parental Supplementary Employment Benefit (SEB) Plan

A.   An eligible employee taking maternity leave pursuant to this policy shall be entitled to receive pay for the period of leave up to seventeen (17) weeks in the amount of 90% of the salary being received at the time leave was taken, this pay to include any benefits received from Employment Insurance pursuant to a Supplementary Employment Benefit (SEB) Plan.

In respect of the period of maternity leave, an employee will qualify to receive payments made according to the Supplementary Employment Benefit (SEB) Plan as follows:

i)  The eligible employee must provide a copy of the letter received from Human Resources Development Canada that confirms their approval and effective date for maternity benefits, and follow administrative benefit claim procedures defined by the Division.

ii)  Where any portion of the maternity leave falls during the summer, Christmas Break, spring Break, or any other period when the employee is not earning their salary, (normally scheduled to be working), the employee does not qualify to receive supplementary employment benefit for that period of the maternity leave period.

iii)  The Supplementary Employment Benefit (SEB) payable for the first two weeks, will be equivalent to 90% of the employee’s gross salary, and

iv)  The Supplementary Employment Benefit (SEB) equivalent to the difference between the Employment Insurance benefits the employees is eligible to receive and 90% of the employee’s gross salary and will be payable for up to fifteen (15) additional weeks for maternity leaves.

B.   An eligible employee taking adoptive leave or parental leave shall be entitled to receive pay for the period of leave up to ten (10) weeks in the amount of ninety percent (90%) of the salary being received at the time leave was taken, this pay to include any benefits received from Human Resources Development Canada to a Supplemental Employment Benefit (SEB) Plan.  The implementation of this clause is subject to the successful arrangement of a Supplementary Employment Benefit (SEB) Plan with Human Resources Development Canada. 

In respect of the period of adoptive/parental leave, payments made according to the SEB Plan will consist of the following:

i)  Up to ten (10) weeks payment equivalent to the difference between the Employment Insurance benefit of the employee is eligible to receive and ninety percent (90%) of the employees’ gross salary.

 The implementation of this policy is subject to the successful arrangement of a Supplementary Employment Benefit (SEB) Plan with Human Resources Development Canada.

Support Staff Maternity, Adoptive and/or Parental leave Supplementary Employment benefit (SEB) Plan

Approval procedures:

1.    The employee must provide written request for maternity, adoptive and/or parental leave to the Superintendent a minimum of one month in advance of the leave.

2.    The employee will be advised of the leave approval and SEB Plan eligibility by letter from the Secretary Treasurer.

SEB Plan Claim Procedures:

1.    The employee will sign a return to work agreement (exhibit GEB-E1 attached).

2.  The employee will provide a copy of the letter/statement from Human Resources Development Canada that:

a.    Specifies the effective date of the maternity, adoptive and/or parental leave and the dates of the two week waiting period.

b.    Identifies the weekly benefit from Employment Insurance

3.    The Payroll Officer will provide to the employee a copy of the SEB Plan benefit payable.  (90% of gross weekly pay net of the weekly benefit paid by Employment Insurance for the period of eligibility for Employment Insurance).

4.    The SEB Plan benefit will be paid according to the regular pay schedule in effect in the Division.

Recovery of SEB Plan Benefit Paid:

 In the event an employee does not fulfill the provisions of the SEB Plan Return to Work Agreement, the total benefit paid from the SEB plan will be deducted from the employee’s final pay and/or invoiced to the employee if applicable.

Approved August 15, 2016

OVERTIME

Overtime means an employee’s hours of work in excess of the employee’s standard hours of work, established under Section 10 of the Employment Standards Code as 40 hours per week (8 hours per day).

Overtime work, where pre-approved by the employee’s immediate supervisor, shall accumulate as “banked time” at 150% of the actual overtime worked, to be taken as time off with pay in lieu of wages.  Any unapproved overtime work will not be recognized or compensated.

Time off with pay in lieu of wages must be taken within 3 months after the end of the pay period in which the overtime giving rise to the “banked time” occurred.  (Employment Standards Code, Sections 16-19)

Group Life Insurance Plan

Group life insurance is a condition of employment for all support staff employed by the Prairie Spirit School Division.

The Board will administer the plan according to the terms and conditions of the master policy of the said plan.

Pension Plan

All support staff who are eligible shall contribute to a group pension plan to be administered by the Prairie Spirit School Division.

The monthly deductions, equally matched by the Board, shall be remitted by the Prairie Spirit School Division.

Employee Assistance Program (EAP)

An Employee Assistance Program (EAP) from Manitoba Blue Cross provides counselling services designed to help support staff employees cope with, and work through, personal problems. The Employee Assistance Program provides counselling services for substance abuse, behavioral, financial, marital, family, and other related problems that can adversely affect work performance, and employee health and well being. Problems like these can be overcome when individuals get the care and support they need. As problems are progressive in nature, early intervention is key in order to minimize any adverse affects on the individuals themselves, their families and their work teams. 

Vacation Pay 

Effective July 1, 2017 all 12-month employed support staff, excluding Division Office clerical staff hired after July 2002 shall be entitled to paid vacation time in accordance with the following schedule:

After one year service - two weeks

After three years service - three weeks

After eight years service - four weeks

After fifteen years service - five weeks

If paid vacation time is not taken, then appropriate percentage of gross wages (up to maximum of 6%) earned during the qualifying year will be paid out (as per Employment Standards Code).  Vacation time not taken cannot be used in subsequent years.

Division Office clerical staff hired prior to July 2002 shall be entitled to paid vacation time in accordance with the following schedule:

After one year service - two weeks

After three years service - three weeks

After five years service - four weeks

After fifteen years service - five weeks

After twenty five years service - six weeks

Effective July 1, 2017 Division Office clerical staff hired after July 2002 shall be entitled to paid vacation time in accordance with the following schedule:

After one year service - two weeks

After three years service - three weeks

After eight years service - four weeks

After fifteen years service - five weeks

Effective July 1, 2017, support staff not employed on a 12-month basis shall be entitled to vacation pay in accordance with the following schedule:

One - three years service - 4% of gross wages (equivalent of 2 weeks)

After three years service - 6% of gross wages (equivalent of 3 weeks)

After eight years service – 8% of gross wages (equivalent of 4 weeks)

Blue Cross - Extended Health Plan

All support staff who are eligible under the terms of the contract of the Prairie Spirit School Division shall have the opportunity to enrol in Manitoba Blue Cross - Extended Health Plan. This insurance coverage is totally paid for by the employee. The School Division shall administer the program.

Long Term Disability

All support staff of the Division, who are eligible under the terms of the contract shall enrol in a long-term disability plan administered by the Division.

Jury/Court Duty

An employee who is summoned for jury duty or who receives a summons or subpoena to appear as a witness in a court proceeding, other than a court proceeding occasioned by the employee’s private affairs, or a court action against the employer School Division, shall be granted a leave of absence with pay for the required period of absence and all jury or witness monies received, by the employee, (less that received for meals, transportation, and lodging) shall be remitted to the Division.

Medical Examinations

The cost for medical examinations, when required by the Board, will be assumed by the Board.

(For other costs related to employment, See GAB-P0)

Extra Curricular Leave

A Librarian, Educational Assistant or Administrative Assistant who is involved in extracurricular activities will be eligible for one day of leave for each fifty (50) hours of extracurricular service to a maximum of three (3) days leave per academic year.  The Librarian, Educational Assistant or Administrative Assistant will submit, to the Principal, a summary of hours of direct contact time spent on each activity.  Hours will include scheduled practices, games, travel time to games or tournaments, performances, rehearsals and meetings (eg., Yearbook, Student Council).  Hours accrued cannot be carried from one school year to the next.  

Extracurricular activities which would qualify under this clause include all interschool sports, yearbook, drama, student council, school reach, awards night, etc.  The Principal will retain authority in consultation with the Superintendent to adjudicate whether a specific activity not listed here qualifies under this clause.  The timing of the leave must be approved by the Principal.  Leave days accumulated in one school year may be taken in that or the following school year.

Revised June 12th, 2012

Revised June 10th, 2025

Leave of Absence

All support staff of the Division may be granted a leave of absence without pay after two weeks written notice has been received.  Any leave more than three days, the employee shall request approval through their immediate supervisor from Senior Administration at the Division Office.  Approval by Senior Administration is contingent upon the employee’s ability to secure a suitable replacement.

Note: All school support staff leaves and absences will be recorded by the Principal on

the Monthly Staff Absence Report (See Exhibit GCD-E1)