First Nations and Inuit Home and Community Care Policies Template Manual

Part 4: Human Resources

First Nations and Inuit Home and Community Care Program
Policies Template Manual
Community Logo

Part 4: Human Resources
Community Name

Policy: Hiring
Policy Number: 4.6

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program attempts to hire qualified individuals for all positions within the Program according to well-developed job descriptions.

The recruitment and hiring processes meet the terms of all relevant Federal and/or Provincial/Territorial legislative requirements for human rights, equal opportunity and criminal checks.

The First Nations and Inuit Home and Community Care Program prefers to hire qualified First Nations or Inuit applicants to all positions within the Program.

Policy Rationale

To ensure a fair, equitable and consistent practice throughout the organization in relation to recruitment and reduce the risk of hiring unqualified staff.

Policy Details

The First Nations and Inuit Home and Community Care Program will develop job descriptions for all positions within the Program. All job descriptions will include the following headings:

• General Overview of the Position
• Specific Duties including:
• Reporting structure
• Responsibilities
• Accountabilities
• Authority
• Qualifications including:
• Related experience
• Relevant education and training
• Specific clinical training/certification when required

Process Guidelines

The First Nations and Inuit Home and Community Care Program will ensure that job descriptions for all positions are relevant and current through an annual review and revision process.

All new positions created through growth in, or expansion of, the essential and/or other services provided by the First Nations and Inuit Home and Community Care Program will have a formal job description created before hiring is undertaken.

Successful new employees to the First Nations and Inuit Home and Community Care Program will be oriented to the Program only when management has completed the hiring process. This hiring process includes:

• Completion by the applicant of a detailed application form that gathers information related to the job description. This information includes the applicant's:
• Previous related experience
• Relevant basic education
• On-going specialized training received
• Relevant professional references
• Signature of applicant for permission to check references
• Availability for work (ie start-date, days, hours)
• Specific skills, including clinical skills, as appropriate
• Available transportation
• A formal interview with the management of the First Nations and Inuit Home and Community Care Program. This interview is designed to gather information on the knowledge and training of the applicant relevant to the job description.
• A review by management of all references with specific attention to the ability of the applicant to meet the specified responsibilities and accountabilities of the position
• A formal, written offer of employment to the applicant who has successfully completed the first three parts of the process. The offer of employment contains information (not necessarily complete information) about:
• The position title
• The hours of work (full-time/part-time/casual)
• The reporting structure
• The salary and benefits expected
• Standard deductions
• Start date
• The probationary period
• Occupational health requirements (vaccinations/medical certificates)
• The return of the signed offer of employment by the applicant.

Performance Measurement Suggestions

Indicator: Proportion of staff hired from First Nations or Inuit Communities
Formula: # of First Nations or Inuit staff hired in the year. Total # of staff hired in the year

Indicator: Staff turnover rates
Formula: # of staff terminated in the year. Total # of staff . * Exclude retirement if analyzing turnover rates based on performance and quality of work life

Indicator: Completeness of the personnel file
Formula: # of incomplete staff files. Total # of files audited. * For example, look for signed application, two references, interview documentation, etc.

Indicator: Accuracy of the job description
Formula: # of staff who think that their job description is accurate. Total # of staff surveyed

Related Standards

1.3 Capacity Building
1.4 Resource Management
5.1 Planning
5.2 Recruitment and Retention
5.4 Education, Training and Development
5.5 Quality of Work Life

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 2, 3A, 4
Draft Liability Documents:

CCHSA AIM Standards, 1999
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Recommended Procedures

1. Procedure for recruitment
   Suggested tools:
   • Staffing needs analysis
   • Recruitment strategy
2. Procedure for hiring
   Suggested tools:
   • Application form
   • Interview guide
   • Reference check guide
   • Written offer template
   • Occupational Health Requirements list
3. Development of job descriptions for all positions
   Suggested tools:
   • Job description template
4. Annual review and revision of job descriptions

First Nations and Inuit Home and Community Care Program
Policies Template Manual
Community Logo

Part 4: Human Resources
Community Name

Policy: Employment Relationship
Policy Number: 4.7

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program has a written statement of employment with each employee. This statement is signed by the employee and outlines the conditions of employment.

Policy Rationale

To ensure an understanding of the employee of the terms under which the employee has accepted a position and to reduce the risk of misunderstanding of conditions of employment.

Policy Details

The First Nations and Inuit Home and Community Care Program management staff will determine the number and type of employees required to deliver home care services.

Employees will be classified as:

• Full-time
• Part-time
• Casual
• Contract workers

Where applicable employees may be part of a collective bargaining unit and the terms and conditions of employment are clearly outlined through joint management/staff/union negotiations.

The number and type of staff required will be based on:

• The type of programs/services offered
• The budgeted amount of money allocated to staffing
• The ability to recruit staff to the program
• The number of projected client referrals per year
• Projected volume of visits per month

Labour code legislation is used to determine hours of work of employees.

The Program agrees to provide work to the employees.

The employees will be available to work as per the conditions at the time of hiring.

The Program has a duty to pay the agreed upon wages and salary to each employee.

The Program management is responsible for the health and safety of employees.

The employee agrees to perform the job to the best of his/her capability, knowledge and skill.

Process Guidelines

• The First Nations and Inuit Home and Community Care Program will recruit staff according to the identified number and type of staff required to provide the services.
• There will be a written procedure defining the hours of work for each classification of employee.
• There will a written procedure listing the requirements for the position at the time of hiring.
• Full-time employees will be required to make a commitment to work approximately 37.5-40 hours per week.
• Part-time employees will be required to make a commitment to work on a pre-determined basis (less than full-time hours).
• Casual employees will provide for relief of full-time and part-time staff.
• Contract employees will work for a specific period of time.
• Each employee will receive a contract that outlines the terms and conditions of employment which includes:
• Rate of pay
• Hours of work based on status, ie full-time, part-time, casual
• Holiday and sick time benefits
• Parental rights
• Optional benefits
• Legislated deductions
• Any guaranteed work agreements
• Maximum hours to work in one week
• The rights of the Program to give due notice to the employee for termination of employment, and the associated pay in lieu of work at termination.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

4.1 Health and Safety
5.1 Planning
5.2 Recruitment and Retention
5.3 Evaluating Performance
5.5 Quality of Work Life

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: 3A, 4
Draft Liability Documents:

CCHSA AIM Standards, 1999
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Recommended Procedures

1. Procedure to determine the hours of work per employment category.
2. Procedure to determine the staffing required to perform various jobs/functions.
   Suggested tools:
   • A tool to calculate the number and type of full-time equivalent staff required to perform each job/function
3. Procedure for identifying the requirements for the position at the time of hiring.
4. Procedure for developing and reviewing of each staff member's employment contract at the time of hiring, to be sure the new staff member is clear about the conditions of employment.
   Suggested tools:
   • Sample employment contract
5. Procedure for reviewing the employment contracts on a regular basis to ensure they are accurate, up-to-date and reflect any changes to employment conditions and requirements.

First Nations and Inuit Home and Community Care Program
Policies Template Manual
Community Logo

Part 4: Human Resources
Community Name

Policy: Performance Management
Policy Number: 4.8

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program will have an organized way of:

• setting expectations and goals
• monitoring performance
• assessing performance of individuals and groups
• providing positive feedback

The Program will look at what tasks and activities need to be done, why they need to be done and how well they should be done. The Program will clearly outline the accountability and responsibility of individual employees and groups.

Policy Rationale

To ensure clinical competence, that the standards of the Program are being met and that there is a forum to identify professional development needs and opportunities for staff.

Policy Details

The performance management processes will:

• Use written job descriptions that identify expectations, goals, and responsibilities
• Use performance assessment tools
• Select indicators to measure performance
• Monitor indicators continuously
• Compare performance to the standards and policies set
• Provide feedback to individuals and groups
• Conduct a performance assessment prior to the completion of each employee's probationary period
• Annually assess performance
• Increase capacity building through ongoing training and staff development
• Respond to changes to the First Nations and Inuit Home and Community Care Program by adjusting the performance management processes and the tools that are used on a timely basis

Process Guidelines

The First Nations and Inuit Home and Community Care Program will ensure that the processes are in place to measure and enhance performance and comply with legislative and professional requirements through:

• Development of written job descriptions for each position
• Implementation of a performance assessment system
• Assessment of performance by the senior person and other appropriate methods, such as self evaluation and peer evaluation
• Assessment of performance based on the job description
• Documentation and signing of the assessment form by the supervisor and employee at the time of assessment
• Improving the way the work is completed based on feedback
• Providing positive feedback to individuals and groups for work that contributes to the mission and vision of the Program

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

1.2 Development of the Vision
1.3 Capacity Building
5.2 Recruitment and Retention
5.3 Evaluating Performance
5.4 Education, Training and Development
5.5 Quality of Work Life

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 3A, 4
Draft Liability Documents:

CCHSA AIM Standards, 1999
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Recommended Procedures

1. Procedure for ongoing training and development of individuals and groups
   Suggested tools:
   • Orientation checklist
   • Record for ongoing training and development
2. Procedure for evaluation of performance which includes:
   • Assessment at key times during probationary period
   • Assessment at one year of employment as legislated
     Suggested tools:
     • Written job descriptions
     • Evaluation forms to match job descriptions
3. Procedure for monitoring, documenting and recording of indicators.
   Suggested tools:
   • tools to monitor indicators

First Nations and Inuit Home and Community Care Program
Policies Template Manual
Community Logo

Part 4: Human Resources
Community Name

Policy: Disciplinary Process
Policy Number: 4.9

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program will immediately investigate all concerns of:

• Professional misconduct
• Negligence
• Unethical behaviour
• Violation of confidentiality
• Performance issues, ie false reporting

The disciplinary process will be implemented where appropriate until investigation of the incident is completed.

Policy Rationale

To ensure a fair and equitable process that protects the clients, supports the staff, and reduces the risk to the Program.

Policy Details

• Program management is responsible and accountable for the liability protection related to delivery of care in the program.
• All high-risk situations will be reported immediately to the appropriate authorities.
• Program management will investigate immediately all high-risk concerns identified.
• All high-risk situations will be recorded and tracked by Program management.
• Program management will assess the level of risk and will determine if discipline is appropriate to the situation.
• Professional standards of practice will be used to guide disciplinary actions where appropriate.
• All steps of the disciplinary process will be outlined in a written procedure and may include:
• Verbal criticism
• Written warning, with the warning placed in the employee's file
• Suspension from work, with or without pay as determined in advance, until investigation of the incident is completed
• Suspension following investigation, as deemed appropriate, with or without pay as determined in advance
• Discharge for sound reason
• The discipline will be implemented
• Immediately
• Without warning
• Consistently
• Impersonally
• Legal consult will be requested where appropriate.
• When discharge is the course of action, the appropriate professional authorities will be notified.

Process Guidelines

• The First Nations and Inuit Home and Community Care Program will have a written procedure that outlines the steps to be taken in progressive discipline which include:
• Informal discussion to be held with staff member regarding behaviour and expectations
• Formal interview that identifies further expectations
• The course of action to be taken
• Review of behaviour and performance expectations
• The incident will be recorded and reported on an incident form.
• Where appropriate, discussion about the incident will occur with all appropriate community team members while maintaining confidentiality of the employee.
• A record of all discussions will be completed by Program management and will be kept on file for future reference. The staff person involved must be aware of everything that is documented and that the information will appear in the personnel file. All incidents and anecdotes are to be dated and signed by Program management and the staff person involved, and the staff person has the right to add written comments.
• Discipline implemented will relate to the potential level of harm caused to the client, family, other staff, the community and the Program.
• The past record of the employee will be reviewed to ensure that the discipline is appropriate to the situation.
• All staff will be oriented to the expected behaviour and job requirements at the time of hiring.

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

3.6 Ethical Issues
3.7 Confidentiality
5.4 Education, Training and Development
5.5 Quality of Work Life
6.6 Confidentiality of Information

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: 4
Draft Liability Documents:

CCHSA AIM Standards, 1999
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Recommended Procedures

1. Procedure for progressive discipline, including monitoring and reviewing the progress of the employee on a timely basis.
   Suggested tools:
   • Form outlining progressive discipline and dates for implementation, review and decision as to next steps
   • Sample letter of warning
2. Procedure for tracking incidents and appropriate discipline.
   Suggested tools:
   • Tool to record and track the response to each incident, including disciplinary actions taken
3. Procedure for identifying situations for suspension with and without pay to be used as reference when incidents occur.

First Nations and Inuit Home and Community Care Program
Policies Template Manual
Community Logo

Part 4: Human Resources
Community Name

Policy: Confidentiality
Policy Number: 4.10

Approval:
Date:

Policy

The First Nations and Inuit Home and Community Care Program will respect and maintain the confidentiality of all staff information. Any breach of staff confidentiality may result in serious action, up to and including termination from employment.

Policy Rationale

To ensure the security of staff information regarding salary, medical information, licensing, insurance and performance.

Policy Details

The First Nations and Inuit Home and Community Care Program insures confidentiality of staff information by practising the following:

• Information on staff personnel records must be kept confidential
• Information must be protected from loss or accidental destruction
• All staff information will be kept in a secure location with restricted access
• Care and caution must be used to protect printed or written information from unauthorized use or abuse
• All staff information must be shredded and discarded in a secure manner
• All staff information sent by fax or email must be sent through a secure/confidential site
• Written consent must be obtained prior to the release of confidential information
• A clear process exists for the release of confidential information to people and organizations, i.e. release of information to lawyers, banks, media, etc.

Process Guidelines

All staff must be oriented to the legal requirements of confidentiality.

Professional standards of practice will be used as a guideline where applicable.

Education of staff will include:

• Policy on confidentiality
• Examples of situations where confidentiality must be maintained
• Examples of situations where information may be shared when verbal consent of the staff is obtained
• Examples of situations where information may be shared when written consent of the staff is obtained
• Examples of situations where information may be shared with management without consent of the staff
• Procedure to discard confidential information
• Procedure to maintain security and confidentiality of information when faxing or emailing sensitive information
• Consequences of breach of confidentiality

Performance Measurement Suggestions

Indicator: This information is to be developed by communities as they work with their Programs. For an example of the kind of measures that should be identified, refer to the Hiring Policy template.

Formula:

Related Standards

3.6 Ethical Issues
3.7 Confidentiality
5.2 Recruitment and Retention
5.3 Evaluating Performance
5.5 Quality of Work Life
6.2 Data Collection and Reporting
6.4 Information Exchange
6.6 Confidentiality of Information

Some Suggested References

The First Nations and Inuit Home and Community Care Planning Resource Kit: Program Criteria, 2, 4, 5
Draft Liability Documents:

CCHSA AIM Standards, 1999
Provincial/Territorial and Federal Legislation
DIAND/FNIHB Home and Community Care Directives

Review Process:
Dates:

Each community is responsible for developing and putting in place their own procedures. These procedures need to outline the practical steps to be taken to carry out the process guidelines for this policy.

Recommended Procedures

1. Procedure for release of information.
2. Procedure for obtaining informed consent.
   Suggested tools:
   • Consent form for informed consent release of information
3. Procedure for discarding confidential information.
4. Procedure for faxing and emailing confidential information.
5. Procedure for storing confidential staff information.