The Letter of Expectation: What Does it Mean?

Rob-Jones-Y010-President-2016

The fact finding meeting is over; you may never hear about the issue again, or the employer notifies you that they have come to a conclusion and you’re called for a follow up meeting.

During the meeting your supervisor reads out loud and presents a letter of expectation (LOE);  welcome to the performance management stream and the right of the employer to reaffirm the roles, responsibilities and accountability of your position within public service in Yukon.

Firstly, a letter of expectation is not discipline.  While it may feel like discipline (and trust me I know this feeling, having been through this process), it is not intended to be, nor is it a disciplinary action. 

A properly formatted letter of expectation should clearly outline the issues the employer has identified that need to be rectified, the changes they would like to see, the timeline for this change and the support and resources for assisting with process.

What happens after I receive this letter?

This is a shared responsibility; you as a public servant have been advised of your employment expectations and you should seek to meet the mark. It will feel like there is extra scrutiny on you and this is natural and actually accurate, but not in the “I’m gonna get you” way. 

After an LOE is delivered the employer is watching you, not to note your failure but to ensure your success.  It is incumbent on the employer to assist you in meeting the requirements of your position and the expectations that have been outlined. 

YTG (the employer) needs to provide access to support and resources to ensure you are successful.  Bear in mind  you are a big part of this success and it is incumbent on you to meet the requirements of your job contract with YTG. As the cliché goes it takes two to tango and for the most part you are the lead in the dance.

 How long does the LOE stay in my file?

As letters of expectation are not discipline they are not part of your file.  When it comes to your “file” you only have one and this is held at the Public Service Commission (you can make an appointment to see your file with PSC if you would like to review your public service employment file).  

Your LOE will be held by your supervisor and will not be in your “file” but will be kept for reference for the timeline provided in the letter.  An LOE will be deemed complete at your next PPP (Personal Performance Plan) provided the issues have been resolved and have not continued.  Now, if the behavior in the letter continues, this can open up the disciplinary stream (which I will cover in another post).  But we all know that this won’t be an issue……..right?

 A few other details….

 Letters of expectation do not always come from fact finding meetings. Employment behaviors can be noted and dealt with outside of fact finding meetings and delivered at the discretion of the employer.

  • Union representation is not required at the presentation of an LOE as they are not disciplinary, however, it is recommended by YTG that if it will be of benefit to the employee YEU representation can be in attendance.
  • As always, if there are questions or concerns call the YEU office at 667 2331 or call me directly at 334 4331, remembering there is a timeline for issues of approximately 20 days, so call early and get the answers.

 Yours in solidarity,

Rob Jones

rob jones

President, YEU Local Y010

 

 

The YG Fact-Finding Meeting; What to Expect

Keep-Calm-call-union-small

It’s another day at work, everything seems to be going well and it’s shaping up to be a good day.  Then it happens; you receive a request to attend a meeting the following day and your supervisor advises that you are entitled to bring a union representative to the meeting!

What has happened? Why won’t they tell me what the meeting is about? What are the specifics? Aside from being frustrated that you can’t have these questions answered, being called to a meeting relatively blind is also incredibly stressful.

You have been called to a fact finding meeting.

Fact finding meetings are a very common and normal occurrence in Yukon Government workplaces.  When a supervisor or manager receives a complaint or incident report involving a staff member, they are required to investigate – this means they need to talk to you and get your version of the incident or event. If you have been asked to such a meeting, you must attend.

The fact finding meeting is based on the premise that there has been a problematic event or incident of some kind. The employer needs to ask questions to determine what happened. You might not be directly involved; you may have witnessed the incident or have information that may help to make the situation clear.

These sessions are not meant to be punitive, but should offer space for an open and honest dialogue on the event being discussed. These conversations can feel incredibly stressful for the employee and may feel like a cross examination, but that is not the intent. Your union representative will be there with you to protect your rights.

Why do I need a union representative?  It is incumbent on the employer to advise an employee of the need for representation if there’s any chance of discipline down the road.  Discipline is not always involved, but the employer cannot deny a member representation then dole out discipline after the fact; this goes against the principles of the Collective Agreement as well as the principles of natural justice.

Why won’t they answer my questions about the event or incident before the meeting?  Well, this is twofold; while they may state “we are going to be discussing event ABC” they cannot discuss the actual event outside the meeting. Firstly the employer would like to see unchecked, honest reactions to the questions posed.  Secondly if the employer engages in this conversation it may be construed as part of the fact finding session when the employee has not yet had an opportunity to secure union representation.

These meetings are usually less than an hour long, depending on the events and issues at hand.  During these sessions the employee, the employer or the union representative can ask for a break to have discussions or sidebar chats.  These meeting should be, and for the most part are, very respectful and smooth.

What can I say? What can’t I say during these sessions?  The intent of these fact findings is to bring the facts to light.  The employee is responsible to be open, honest and accountable. Your union representative is there to protect your rights and ensure proper process is followed, but they are not defense attorneys and will not be using legal gamesmanship to avoid the issues at hand.

This is a meeting about FACTS, not about what you may think of a situation. Avoid deflecting accountability by drawing others’ poor behavior into the conversation.  The employer may ask what others thought or said, but you should avoid commenting on how you believe others may think or feel about the incident or parties involved.

Do I get to have my say in the meeting? Of course – this is not a one sided barrage or cross examination.  During the meeting you will be asked several times if there is anything else you would like to add. This is the time where pertinent items to the event can be offered if they have not been addressed in the questioning.  This however is not the time to deflect accountability, point out others’ poor behavior or inject supposition or rumor into the meeting.  Your additions should be factual, pertinent and meaningful.

It is also likely that the employer will have investigated the issue by chatting with other employees named in the event.  These sessions are confidential and private, and employees are advised not to speak about these meetings outside of the HR/union/supervisory pathways.

How do I get Union representation?  Call 867-667-2331 as soon as you’ve been notified of the meeting, and ask for the intake officer.  They will ask you for the meeting time & location and ask whether have any idea what the meeting may involve.

Once this information is collected, YEU will make a call to the Shop Steward group to see who is available to attend your meeting.  Once the Shop Steward has confirmed their availability, the Steward will contact you to discuss the process and answer your questions prior to the meeting. Some Stewards will contact you well ahead of time while others, depending on time of notification, may make arrangements to speak with you just prior to the meeting.

What can I expect once the meeting is over? Timelines are usually established at the end of the meeting.  Your supervisor or the HR Representative will notify you of the timeline and might advise you that another meeting will be requested if more questions arise during their follow up.  Generally, the post-meeting fact finding time is one to two weeks.

What will happen to me? This depends on the incident and your role in what transpired.  One possible pathway is the performance management stream, another is discipline.  I will cover these topics in an upcoming performance management and discipline article on the blog; keep an eye out and have a read.

Remember, fact finding meetings are a normal part of any workplace and your YEU representatives are there to support you through these meetings.Rob-Jones-Y010-President-2016

In Solidarity,

Rob Jones

President – Local Y010

 

YEU Needs Shop Stewards!

YEU needs Shop Stewards…workers like you who are willing to take some training and be available to help colleagues who need an ear, someone to accompany them to a meeting or to help find a solution to a problem at work.

Who can be a Steward?  Any member in good standing of Yukon Employees’ Union can be a Shop Steward in their Local.

What about training? YEU has created a new staff position dedicated to strengthening our Shop Steward team. New training initiatives will be announced over the next year; it’s a very good time to step forward as a Steward!

YEU currently offers monthly Shop Steward Round Table sessions held the 3rd Wednesday morning of each month. These informal presentations offer opportunities to ask questions and learn from others. The PSAC office in Whitehorse also offers regular training on things like union structure, roles, Local Officers training and more. There is online training available through PSAC’s Education program and workshops are offered by affiliate organizations throughout the year.

Rob-Jones-Y010-President-2016Yukon Government has an employer/union co-facilitated course on the Grievance Process – required training for all YG Stewards which can be accessed by all YG members through the Quarterly. No union leave is required for this training. For other training approved during your regular work hours, YEU reimburses your employer for your time; you will not lose pay to attend.

What will I be expected to do? Your co-workers will likely ask you questions about the contract, the union or their own work situations. Stewards are called by our Intake Officer at YEU to accompany members to fact finding meetings with their manager or supervisor. Your role at these meetings is usually as an observer, note taker and provider of moral support. In some cases and with appropriate training, you may be asked to participate more fully in discussions at meetings, but not until you have received coaching and feel prepared to do so.

Is it all volunteer work?  Most contracts have a clause that permits Shop Stewards to do union work while on the job. You submit a leave form citing the appropriate article from your collective agreement for the time you spend researching or representing a member. Your pay will not be disrupted. Representation work done outside your normal work hours is done on a voluntary basis and is not compensated.

My workplace already has a Steward. Stewards represent workers from their Local, not just from their specific workplace so don’t let that stop you. The more well-trained Stewards we have the better.Teresa-Acheson-Miscal-Avano-Nesgaard

If I make a mistake, will someone lose their job? No. You will have a network of support including our well trained & experienced Union Advisors. As a Shop Steward you will have regular conversations with our staff in order to ensure everyone is working in unison for members.

How do I become a Shop Steward? Each Local’s bylaws are worded differently. Some dictate that Stewards are elected at the Local’s AGM, others allow for nominations and elections at any time.

Your Chief Shop Steward or your Local President will guide you through the process. Once we’re advised by your Local that you’re a Shop Steward, you’ll be invited to our office to be sworn in by our President or Vice-President. You’ll get an orientation to our office, staff and procedures and receive your New Steward’s package. Once you’ve met everyone, you’ll be registered for upcoming training.

Will becoming a Steward make me a target for my employer? Shop Stewards who are well trained and level-headed help create workplaces that function smoothly. Employers recognize the benefit of a union liaison in the workplace and are usually very happy to work with them. It’s in everyone’s best interest to solve problems quickly and cleanly. It is very rare that our Stewards find themselves in conflict with their employer simply by virtue of stepping forward as a representative.

Will co-workers expect me to be an instant expert on our contract, labour law and all things union?
Your role is to ensure members have fair representation and that all pertinent information is recorded, provided to the Union Advisor and kept confidential. You’ll need to get to know your contract but we do not expect you to interpret the agreement or be up to date on all labour issues.Talk to a steward

A Steward needs to be compassionate and organized. The Steward’s role is one of problem solver and witness.

At some point in their careers about 50% of workers call their union. It might be a simple question about vacation leave, a scheduling issue or ongoing and persistent harassment from a co-worker or supervisor. To meet our members’ needs when they need support we need your help. Please call your Chief Shop Steward, Local President or the YEU Office today. Visit yeu.ca for contact info.

Remember; join us the 3rd Wednesday of each month for Shop Steward Round Table training sessions; informal workshops geared to skill building. We also invite you to an informal Sandwich Session at lunch the 1st Tuesday of each month. This is a training fee casual get together just to build our network and get to know each other. Call David Anderson at YEU, 667-2331 or email danderson@yeu.ca

Greetings from YEU Local Y010 President Rob Jones

Greetings Brothers & Sisters, Friends & Colleagues.exec-adjusted

It is a great honour for me to be able to write to you as the new President of Local Y010. I am humbled to have been nominated and trusted to continue the great work of our past President and Executive.

I would like to take this opportunity to thank Sister Tammi Sikorski for all her hard work, sacrifice and dedication to the local. This was greatly appreciated and I clearly have a high standard to meet in keeping up with Tammi’s leadership over these past few years.  Thank you Tammi, we owe you more than we can ever possibly convey.

I would also like to thank Brother Richard Wagner for his work and representation for the Local and YEU as a whole as our Chief Shop Steward.  His knowledge, mentorship and representation were greatly appreciated.

We also say goodbye to Sisters Kat Traplin and Yoshiko Atkins, their voice, experience and dedication to the Local were greatly appreciated and will be missed. Thank you for your service. We wish you all the best in the future.

Please allow me to introduce your Local Y010 Executive:

President: Rob Jones
Chief Shop Steward: Paul Davis
Assistant Chief Shop Steward: Laurie Tamminen
Secretary / Treasurer: Denise Berken
Directors:  Duane Purych, Khusru Zaman, Aziz Mollah
Kathy Donnelly, Amber Harder and Danielle Swift.

We have two Director vacancies. If you are interested in being an active voice in your Local please contact me to discuss the roles and responsibilities of a Local Director.

Over the next year local Y010 has an ambitious agenda including:
Y010 new logo 2014
Signing off all RAND members:
A RAND is a worker in the union environment who has not filled out a union card; presently Y010 has some RANDs.  As a RAND your union dues are being deducted, however you do not have all the benefits of full membership.  We will be working in the community and workplaces to ensue our members are converted from RAND to fully signed members to protect your rights.
Not sure of your membership status? Call YEU at 667 2331. They’ll send you a card if you haven’t signed yet.

Shop Steward training and recruitment:
Local Y010 has approximately 2500 members and is growing. At present we have 10 active Shop Stewards looking after your representation needs.  These dedicated Brothers and Sisters are working to ensure your rights in the workplace.  If you are interested in becoming a Shop Steward or have questions about the roles and responsibilities please contact the YEU office at 667-2331 or contact me and I will be happy to chat.  Moving into 2016 there will be new resources and training initiatives for current and new Stewards.

Social awareness:
We’re working hard to ensure social awareness and initiatives in each community.  We’re always looking for members’ ideas, input and comments on how to move our local forward. Our Local meets at 5:30pm the 2nd Tuesday of each month in the YEU Hall. Please attend a Local meeting; we need you!

Lastly, this is a bargaining year and our collective agreement is on the table.  Your Bargaining Team will be working hard to ensure your rights & make sure you are informed.  Ratification meetings will be announced and held after bargaining; be informed and be engaged. Sign up for regular bargaining update emails at http://www.yeu.ca.

Your local executive is working hard for you, we welcome your comments, concerns, and ideas.  Please contact me at rgjones@northwestel.net or call me at 867 334 4331.

In Solidarity,

rob jones

 

 

Rob Jones, President- Local Y010

Web Links, Weirdness & Wild Times OR how to register for the YEU/PSAC Shop Steward Conference!

website mayhemHello friends. If you have been trying to register for our Shop Steward Training Conference March 10-11 and have been frustrated by bad links in the email or Facebook post PLEASE accept our apologies. At the end of January our website was transferred from one host to another… and that’s where the fun really began.

Our communications officer has been adding links, posting images and new contracts etc. to our website regularly however things have gone a bit sideways. Due to the transition from one host to another, there have been crossed wires and all sorts of wild and crazy fun. Most of that fun has involved vanishing links, missing posts and re-directs to the outer reaches of nowhere.  Our IT guy is hard at work getting our wires un-crossed and making sure the website is safely and securely housed in its new web home.

We hope to have our website angst solved by the end of this week. In the meantime we hope you will hang in there!

The YEU/PSAC Shop Steward Conference online registration link works just fine from pretty much any computer. It’s the agenda and the posters that have been swallowed up by the ether (unless you happen to be INSIDE the walls of YEU when opening the file… go figure).

So, please follow THESE links to see the information you can’t access through the yeu.ca site right now. We’ve uploaded them to this blog as it’s unaffected by the website host change “situation”.  Thanks for you patience! And remember… you don’t HAVE to be a Shop Steward to participate in this training. YEU members & PSAC National members who want to become more involved are welcome.

Conference Agenda and Course Descriptions

Conference Online Registration Form

We included links to some items for your Union Bulletin Boards in the most recent Steward update email, and those links were lost in the shuffle as well.

YEU Member Benefits 2015 Poster

Who is Your Steward Poster

YEU by the Numbers Poster

Call your Union…it’s really OKAY!

call your unionWe often hear fear in peoples’ voices when they phone the union hall for the first time. There’s a hushed voice at the other end of the line, reluctant to make the call, afraid of negative repercussions. We ask for a name and there’s a pause… a beat while the caller considers whether it’s safe to give their real name. We are accustomed to getting just a first name.

When we ask for details about the problem, we have to be patient. Sometimes the story comes out in tiny, vague pieces. Afraid of giving too much away, details are disguised and identities are masked. While we may get to the real story and names eventually, it requires careful listening and a lot of reassurance. There is fear that by calling your union you have set in motion something you can’t control.

There are a few things you need to know.

  • You are allowed to talk to your union!
  • Your information is confidential.
  • We will never, not ever, contact your employer without your express permission.
  • If you have a meeting with a Shop Steward, they are bound by the same rules of confidentiality that we are here at the Union Hall. They are trained, knowledgeable and discreet.
  • Sometimes the problem you are experiencing at work is not grievable; that’s a fact. Your union rep will help determine whether or not there are grounds for a grievance. If there are, the decision to proceed is yours.
  • If, after discussion with your union rep you choose to file a grievance, the process will be explained to you fully before any action is taken. You need to be comfortable with the way things progress. No grievance will be filed on your behalf without your consent & participation.
  • If you choose NOT to file a grievance or proceed with any action, that’s okay too. Sometimes all you need is someone objective to help you see things more clearly.
  • If you are called to a discipline meeting with your employer, you have a right to union representation. Call us as soon as you are told of a meeting and we will make sure you don’t go into it alone.

Your Collective Agreement is a big document. It may seem daunting but it’s worth a read. Your workplace probably has a Shop Steward or union representative who can take some time to go through things with you if you’re not sure. If you don’t know who to call, then please call us. We’re here to help. If you are a YEU member in the Yukon, you can call us at (867) 667-2331 or visit yeu.ca to find our toll free number. And of course you can always email contact@yeu.ca.

Shop Steward Round Table Reboot!

YEU toolboxYou raised your hand, you were elected…. now what? At YEU, our Shop Stewards & Local Executive members are very important. In fact, without a strong and well educated volunteer base we would have a hard time keeping up with our large and diverse membership.

Our staff and Executive are working hard to ensure we offer the right training modules to our volunteers and workplace advocates. In order for you to feel confident that you are representing the membership and union well, you need a strong basis in facts, a thorough understanding of your Collective Agreement and the mentorship of experienced union staff.

With those needs in mind, we are planning a half day brainstorm session for all our Stewards and elected workplace advocates. No matter whether you are the sole employee rep in a workplace of 6 or a seasoned Steward with 300 employees in your department – we need you. All stewards from all employers and workplaces are encouraged to attend this Shop Steward Round Table session.

SAVE the DATE! 
Thursday January 22, 2014
9:00 am ‘til Noon OR 2:00 pm ‘til 5:00 pm.

Both Round Table sessions are the same, so plan to attend only one. You will be required to bring in your approved leave form in order to attend. Please call Josh at 667-2331 or complete the form below to pre-register for either the morning or afternoon session.

We want to hear what you have to say; bring us your concerns and your Steward questions. Let us know what stands between you and full engagement as an employee rep. Our goal is to build up our Steward network, ensuring you get the training and support you need!