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SERVICES FOR EMPLOYEES
 

Frequently Asked Questions - Employees

Recruitment
York University Temporary Agency (YUTA)
Relocation Services
Employment Equity
Payroll
Learning and Development
CPM Compensation

 

Summary of Questions - Recruitment
 
1. I am a YusApuY-2 employee and I’m interested in applying to an internal posting. Can I apply for it?
2. What does a complete application package consist of?
3. How do I apply for a position?
4. I am an internal candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
5. I can’t edit the application form on the York University website. Is there any way you can send me an application form via e-mail?
   
   
Answers - Recruitment
 
1. I am a YusApuY-2 employee and I’m interested in applying to an internal posting. Can I apply for it?
Internal postings are open to YusApuY-1 applicants only. Once the position goes extended and/or external, YusApuY-2 members are able to submit their applications for consideration.
   
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2. What does a complete application package consist of?
Your application package should consist of the official application form, a current resume, and a covering letter. Your resume should clearly reflect how you meet the posted qualifications. A separate application package is required for each position you apply for. All applications must be received by 4:30 p.m. on the posted deadline date. The application form and complete position details can be found at www.yorku.ca/jobs.
   
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3. How do I apply for a position?
To apply, please ensure that:
  • Your application package is in one of these formats: Microsoft Word (.doc), Adobe (.pdf). You may use plain text (.txt) for your cover letter and resume only.
  • You have submitted a complete application package  (application form*, resume and covering letter) by 4:30 p.m. on the posted deadline date.
  • A complete application package has been submitted for each job posting you are applying for.
  • You have quoted the appropriate posting number on your application form and in the subject line of your email. Please keep the posting number for future reference or inquiries.
Applications are to be submitted to: jobs@yorku.ca.
   
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4. I am an internal candidate. I sent my application in two weeks ago but I have not received feedback. What should I do?
Recruitment Services can check with the Hiring Manager to follow up on the status of the position.
   
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5. I can’t edit the application form on the York University website. Is there any way you can send me an application form via e-mail?
In order to edit our application form, you must first save it as a Word document. You may then edit it and attach it to an e-mail message as you would with any other documents.
   
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Summary of Questions - York University Temporary Agency
 
1. How and when will I be paid?
2. How do I get a full-time job?
3. How do I get another assignment?
4. Do I qualify for benefits and sick time?
5. My manager is away and I cannot get my timesheet signed, what do I do?
   
   
Answers - York University Temporary Agency
 
1. How and when will I be paid?
YUTA employees are paid bi-weekly by direct deposit on Thursdays. Please see the following link for exact dates on our payroll schedule (link to existing schedule).
   
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2. How do I get a full-time job?
Any YUTA employee interested in full-time employment must apply for a position directly through full-time recruitment. Please see our full-time job postings at (link to be added).
   
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3. How do I get another assignment?
YUTA employees will automatically be considered for upcoming roles. Please contact the YUTA office to confirm your availability for future assignments towards the end of your current assignment. YUTA will communicate the end date of the assignment as soon as it is confirmed.
   
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4. Do I qualify for benefits and sick time?
Benefits and sick time are not available for temporary and part-time employees.
   
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5. My manager is away and I cannot get my timesheet signed, what do I do?
To avoid delay in payment, please fax in an unsigned sheet by the deadline and contact the YUTA office to advise as to when a signed copy will be sent. Please call extension 55050.
   
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Summary of Questions - Relocation Services
 
1. What is the role of the Relocation Coordinator?
2. What assistance is available?
3. What needs to be done in order to access Relocation Services?
4. At what stage can I contact you?
5. Where can I find information on the University’s Relocation Allowance policy?
6. If I have any questions about my relocation allowance or need to hire a moving company, who do I contact?
7. If I have need for more basic assistance, does the University have immigration lawyers I can use?
8. I do not know my employee ID number. Where can I obtain it?
9. I am considering buying a residential home. Does the University offer any assistance?
10. I need help finding moving companies. Can York University offer any assistance?
   
   
Answers - Relocation Services
 
1. What is the role of the Relocation Coordinator
To provide assistance to prospective and recently appointed faculty (including Visiting Professors, Guest Lecturers and Post Doctoral Fellows), senior managerial staff*, professional librarians, and their families, with many aspects of relocating to York University and the Toronto area. Consultations are free and confidential.

*Senior managerial staff members are classified by title and include President, senior direct reports of the President, Vice-Presidents, Associate Vice-Presidents, and Deans.
   
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2. What assistance is available?
The Relocation Coordinator assists employee/family orientation to the city by discussing the unique and diverse qualities of Toronto neighbourhoods and surrounding areas. She answers questions on immigration, accommodation (renting/buying), partner/spousal employment assistance, health care, banking, moving, child care, schooling, drivers’ licenses, and more. From the prospective stage of relocation, to pre-move, arrival and settlement, the Relocation Coordinator guides referred employees through the process.

The Relocation Coordinator does not handle any budget related matters such as the booking (hiring) and payment of moving companies, and does not provide details of individual relocation allowances that may be negotiated at hire. Such matters are managed by your hiring department/faculty.
   
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3. What needs to be done in order to access Relocation Services?
The Dean, Principal, University Librarian, Executive Officer or their designate, as appropriate, completes the referral form and forwards it to the Relocation Coordinator by internal mail, fax or email. Referrals are accepted at the final short-listing stage, when prospective employees are considering a career at York University, at the job offer stage, and in the early months at York University. The Referral Form is available on the Relocation Services web site.
   
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4. At what stage can I contact you?
If you have recently been offered a position at York University, have signed and submitted your offer letter, or have just relocated, please ask your hiring department if it is appropriate to refer you to Relocation Services.
   
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5. Where can I find information on the University’s Relocation Allowance policy?
This policy is located on the York University Faculty Association web site at http://www.yufa.org/contract/appt.html.
   
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6. If I have questions about my relocation allowance or need to hire a moving company, who do I contact?
Please contact your hiring department. Contact names and details can be located in your offer letter and employment package.
   
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7. If I have need for more than basic assistance, does the University have immigration lawyers I can use?
York University has a list of lawyers we can provide. Please contact the Relocation Coordinator for details.
   
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8. I do not know my employee ID number. Where can I obtain it?
Please speak with your Supervisor or contact Records, in the Department of Human Resources, by phoning (416)-736-2100 ext. 55005.
   
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9. I am considering buying a residential home. Does the University offer any assistance?
York University has a Guaranteed Housing Loan plan to assist full-time continuing (permanent) employees with the purchase, re-financing or renovation of a principal residence. The University will guarantee the loan given by one of the banks or credit unions designated by the University and chosen by the employee. Please note that you must first meet the financial institution's normal lending criteria to obtain a loan. Various conditions must be met; for example, the borrower must have personal equity of at least 10 per cent of the total value of the house upon closing. For more information on the guarantee, please contact the University Treasurer, Laurie Lawson, at laurie.lawson@yorku.ca, or call (416) 736-5539.
   
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10. I need help finding moving companies. Can York University offer any assistance?
Yes. The University has negotiated contracts with several major moving companies for domestic, cross-border and international moves. These preferred moving companies (CAUBO* members) provide competitive rates. Their details can be found at www.caubo.ca/pr/agreements_moving_e.cfm.
Please consult either the Budget Officer or the Finance Officer of your hiring Faculty/department for more details.

* CAUBO: The Canadian Association of University Business Officers.
   
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Summary of Questions - Employment Equity
1. Will my information be kept confidential?
2. If my response to the survey is confidential, why is there a way of identifying me on the survey?
3. Why should I complete the Self-Identification Survey?
4. What happens to the information I provide in my survey?
5. Am I required to complete the self identification survey?
6. Will I be able to change my responses to the survey in the future?
7. Can I identify as belonging to more than one of the designated groups?
8. Can anyone complete the questionnaire on my behalf?
9. I’m not a member of any of the “designated groups”. Should I complete the survey?
10. I am not sure if I have a disability. What are some examples of disabilities?
11. I have been accommodated in the workplace. Should I identify as a person with a disability?
12. Why does this survey only ask about women, visible minorities, persons with disabilities and Aboriginal peoples? There are many other diverse groups at York University.
13. How is Section E (which asks respondents if they may be contacted to participate in focus group sessions) related to Employment Equity?
   
   
Answers - Employment Equity Self-Identification Survey
 
1. Will my information be kept confidential?
  • Responses are highly confidential. The Employment Equity Act states that self-identification data collected is confidential and can be used only for the purpose of implementing the employer’s obligations under the Employment Equity Act. Your individual responses do not become part of your personnel file and will never be shared with your manager.
   
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2. If my response to the survey is confidential, why is there a way of identifying me on the survey?
  • The Employment Equity Act states that employers must ensure that there is a means of identifying on the questionnaire the employee who returns it. However please be assured that your responses are kept confidential.
   
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3. Why should I complete the Self-Identification Survey?
  • Filling out the survey is voluntary, but it is vital that each employee complete and return the survey so that the University’s Employment Equity information is complete. You can decide whether or not to answer the self identification questions. However it is important that you complete and return the survey to ensure that the results are comprehensive.
  • Having a thorough understanding of our workforce representation will allow us to identify where under-representation exists, and to target our efforts towards identifying and removing barriers that may exist in our employment systems such as hiring, promotion and retention.
   
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4. What happens to the information I provide in my survey?
  • Data received is stored in a secured environment
  • Data is aggregated for analytical purposes such as Workforce Analysis in accordance with the Employment Equity Act
  • The results of the analysis will be used to develop strategies and tactics as part of the University’s Employment Equity plan.
  • Aggregated information will be communicated to the wider University community including the unions.
   
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5. Am I required to complete the self identification survey?
  • York University is subject to the provisions of the Employment Equity Act which requires us to collect self identification information from our employees. York University encourages all employees to complete the self identification survey.  In order to have accurate data to aggregate and analyze, we hope that you choose to answer the specific questions.  However, should you choose not to answer, you may respond by completing section F and returning the survey.
   
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6. Will I be able to change my responses to the survey in the future?
  • Yes. You can update your survey responses at any time should your situation change. In order to do this, complete another survey (found on the web site) and forward the completed survey to the address listed at the bottom of the survey page.
   
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7. Can I identify as belonging to more than one of the designated groups?
  • Yes. You should identify yourself with all of the designated groups that apply to you.
   
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8. Can anyone complete the questionnaire on my behalf?
  • You may authorize someone to complete your survey with your specific responses, if due to a disability, language barrier or some other personal situation you cannot complete the survey yourself.
  • Another individual cannot, without your explicit permission, voluntarily decide to submit a survey on your behalf.
   
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9. I’m not a member of any of the “designated groups”. Should I complete the survey?
  • If this is your situation, please check ‘no’ as appropriate and return the survey.  This helps us to ensure that our information is accurate and current.
   
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10. I am not sure if I have a disability. What are some examples of disabilities?
  • Disabilities can be both visible and non-visible. Either way, you can self-identify as having a disability if you consider yourself to be disadvantaged in employment by reason of that impairment.
  • The following are some examples of disabilities:
    • Addiction (e.g. alcoholism, drug etc.)
    • Anxiety disorder (e.g. obsessive compulsive disorder, phobias, panic disorders, post traumatic stress disorder, etc.)
    • Blindness or vision loss (Note: If your glasses/contact lenses correct the vision loss, do not include yourself in this category)
    • Cancer (e.g. breast, prostate, lung, etc.)
    • Coordination or dexterity disability (e.g. cerebral palsy, arthritis, etc.)
    • Deaf, deafened or hard of hearing
    • Eating disorder (e.g. anorexia nervosa, bulimia nervosa)
    • Learning disability (e.g. dyslexia, etc.)
    • Speech impediment
    • Mobility impairment (e.g. due to spinal cord injury, amputation, etc.)
    • Mood disorder (e.g. clinical depression, bipolar disorder, etc.)
    • Non-visible physical disability (e.g. epilepsy, diabetes, asthma, heart condition, haemophilia, etc.)
   
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11. I have been accommodated in the workplace. Should I identify as a person with a disability?
  • Yes. Persons with disabilities, including those who have been accommodated in the workplace, are asked to self-identify as a person with a disability.
   
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12. Why does this survey only ask about women, visible minorities, persons with disabilities and Aboriginal peoples? There are many other diverse groups at York University.
  • At the present time the Employment Equity Act requires collection of data on the four designated groups as defined in the Act.  York University is required to monitor, on an aggregated basis, its employees’ membership in these groups.  The University recognizes and values the many additional facets of diversity represented in its faculty and staff.  York University has a number of organizations and groups who focus on many of the other facets of diversity, for instance SexGen York is a group who advocate on behalf of the LGBT community.
   
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13. How is Section E (which asks respondents if they may be contacted to participate in focus group sessions) related to Employment Equity?
  • After the survey information is analyzed, York may discover that there is under-representation within certain aggregated groupings. Next we will try to understand why under representation exists and in this effort we may require the assistance of members of the York community.
  • If you answer yes to Section E, you may be contacted and invited to participate. Please note that providing your consent does not necessarily mean that you will be contacted.
   
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Summary of Questions - Payroll
 
1. If my name is incorrect on my pay advice, or I change my name, how do I inform the Payroll Department?
2. If my address is incorrect on my pay advice, or I have moved, how do I inform the Payroll Department?
3. Do I have to pay Union Dues?
4. How will I receive my payment from the Payroll Department?
5. What do I do if I lose my cheque or do not receive my pay advice?
6. Who do I contact if my payment is not deposited into my bank account?
7. What is a TD1 and TD1ON form?
8. Is it necessary for me to fill out the TD1 or TD1ON form every year?
9. How do I increase my tax deductions or change my amount of federal or provincial tax credits?
10. What is the basic exemption?
11. What happens if I don’t complete a new federal/provincial Form TD1?
   
   
Answers - Payroll
 
1. If my name is incorrect on my pay advice, or I change my name, how do I inform the Payroll Department?
If your name has changed or it appears incorrectly on your pay advice, please complete the Name Change information request form and submit to Payroll.
   
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2. If my address is incorrect on my pay advice, or I have moved, how do I inform the Payroll Department?
If your address has changed or it appears incorrectly on your pay advice, please complete the Address Change information request form and submit to Payroll. It is important that the information held by Payroll is correct, even if your advices are delivered on campus, since the T4/T4A mailing is sent to the home addresses.
   
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3. Do I have to pay Union Dues?
For those within union membership, union dues are deducted every month and are required as per the union agreements. If you notice that union dues are not being deducted, please inform Payroll immediately. This will avoid the inconvenience to you of paying back dues in addition to the regular dues.
   
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4. How will I receive my payment from the Payroll Department
There are two basic options available to the employee for form of payment: cheque, direct deposit.

If an employee is paid by cheque, the cheque will be mailed to the employee (home or campus address chosen by employee) to reach them by the pay date.
If an employee is paid by direct deposit, the deposit will be placed in the employee's bank account on the pay date. If you would like to arrange for direct deposit, or would like to change the bank account listed for the direct deposit, please see the Direct Deposit or the Banking Change section under Forms within this website.

Direct Deposit Request Form (DOC)
Direct Deposit Information Change (DOC)

If a pay date occurs on a statutory holiday or a Saturday, the pay date becomes the day prior. If a pay date occurs on a Sunday, the pay date becomes the following Monday.
   
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5. What do I do if I lose my cheque or do not receive my pay advice?
If you have not received an expected cheque, it is imperative that you contact Payroll as soon as possible. Once it has been ascertained with Payroll that the cheque has been sent out and not received by you, it is necessary to complete the Affidavit for Lost Cheque Form. Once this has been submitted to Payroll, there is a time delay necessary for the stop payment to process through the banking system. Only then can a replacement cheque be issued. Because of this time delay, you should contact Payroll immediately so as not to increase the length of time in which the payment is not received. Conversely, this is also the reason that a stop payment request should not be done before you are reasonably sure that the cheque has been lost. Once a stop payment request has been entered to the bank, even if the cheque in question arrives immediately after, it can no longer be cashed.

Affidavit for Lost Cheque Form
(DOC)
   
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6. Who do I contact if I lose my cheque or do not receive my pay advice?
If you have not received an expected cheque, it is imperative that you contact Payroll as soon as possible. Once it has been ascertained with Payroll that the cheque has been sent out and not received by you, it is necessary to complete the Affidavit for Lost Cheque Form. Once this has been submitted to Payroll, there is a time delay necessary for the stop payment to process through the banking system. Only then can a replacement cheque be issued. Because of this time delay, you should contact Payroll immediately so as not to increase the length of time in which the payment is not received. Conversely, this is also the reason that a stop payment request should not be done before you are reasonably sure that the cheque has been lost. Once a stop payment request has been entered to the bank, even if the cheque in question arrives immediately after, it can no longer be cashed.

Affidavit for Lost Cheque Form
(DOC)
   
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7. What is a TD1 and TD1ON Form?
A TD1 form is the federal personal tax credits return. The TD1ON is the provincial personal tax credits return. These forms are required in order for Payroll to determine the rate of tax used to calculate payments to the employee. It lists, with a short explanation of each, the credits allowed for individuals (e.g. basic personal amount, spousal amount, age amount, tuition fees and education amount, etc.)
   
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8. Is it necessary for me to fill out the TD1 or TD1ON form every year?
It is not required that the TD1 or TD10N is completed each year if an employee's personal tax credits amount has not changed for the year. However, if an employee's situation has changed and more or less credits are available, they must fill out these form out again in order for Payroll to implement the changes.
   
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9. How do I increase my tax deductions or change my amount of federal or provincial tax credits?
If an employee needs to change the amount of personal tax credits used in the calculation of their tax rate used by Payroll, a new federal TD1 or provincial TD1ON form must be completed, signed, and submitted to the Payroll department. There is also a section on each form that allows for a flat additional amount of tax to be taken with each payment to the employee.
   
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10. What is the basic exemption?
The basic exemption is an amount set out by the federal government that CPP is not charged against. It is still included in the year's pensionable earnings amount; however it is excluded from the CPP deduction calculation. The basic exemption amount set by the federal government is divided by the number of pay periods during the year, dependent on pay frequency.
   
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11. What happens if I don’t complete a new federal/provincial Form TD1?
In the event that you do not complete both TD1's, the employer is required to enter the basic personal tax credit amount.
The TD1 forms are available from the Human Resources Department. To obtain more detailed information about this subject, or to download the forms in PDF format, please visit the Canada Revenue Agency website at:
http://www.cra-arc.gc.ca/E/pbg/tf/td1on/README.html
   
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Summary of Questions - CPM Compensation
 
1. What are the key guiding principles for the CPM Compensation System?
2. How was the annual across the board (ATB) salary adjustment conversion into merit pay?
3. Was the ATB not a cost of living economical adjustment?
4. Most other Ontario universities have an ATB. Why is York moving away from it?
5. Will employees who retire after May 1, 2008 and before the salary increases are announced receive their salary adjustment?
6. Are new CPM employees with less than 12 months service as of April 30, 2008 eligible for a salary adjustment?
7. Could a unionized employee receive a greater increase than their CPM Manager?
8. Are CPM employees 'competing' with their supervisors for the same merit pool of money?
9. What salary adjustment can an employee receive when he or she reaches the maximum of their salary range?
10. Are these changes related to budget cutbacks?
11. Does the Target Distribution of Performance Ratings impose a 'bell curve' approach to the ratings which could result in employees not receiving a fair performance rating?
12. Are CPM employees subject to their direct supervisor's ability to manage conflicts of interest in recommending salary increases?
13. Why are Grade A to C jobs treated differently than Grade D to J jobs?
14. How are the salary ranges for Grade A to C jobs structured differently?
15. How is the performance review process different for Grade A to C jobs?
16. Why have Grade D jobs been moved from the A to C group to the E to J group of jobs this year?
17. Why are these changes to the Compensation System being made now and so soon after implementation?
18. A pay for performance program is not realistic or equitable given York's climate where the majority of our operations are dependant on unionized employees who do not have formal performance management systems.
19. How were the results of the Performance Management Process (PMP) pilot tests used to improve the performance review process?
20. How is the new PMP process intended to be applied for the 2008 - 2009 performance period?
21. What if I disagree with the performance level that I receive?
22. What happens to the PMP form and the Summary Assessment Form after it is completed?
23. Where do I get additional information?
   
   
Answers - CPM Compensation
 
1. What are the key guiding principles for the CPM Compensation System?
  • Pay for performance to support a performance focused culture 
  • Competitiveness within the external compensation market
  • Consistent opportunity for merit
   
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2. How was the annual across the board (ATB) salary adjustment conversion into merit pay?

In the last 8 years, an ATB salary increase was applied on May 1 of each year and reflected what York unionized employees (YUFA, YUSA, CUPE) received through collective bargaining. In 2007, the University introduced a formal compensation system to support the move toward a performance focused organization and included the opportunity for all CPM employees to earn merit pay. The May 1 anniversary date is used for Grade D to J employees because it is the beginning of the CPM performance year and coincides with other administrative systems like the budget year.

The only employees who will not receive the equivalent to the ATB or any form of salary increase commencing May 1, 2008 will be those who receive a level 1 performance rating "Does Not Meet Expectations".
   
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3. Was the ATB not a cost of living economical adjustment?

While some have incorrectly viewed the ATB as a cost of living increase, in fact the ATBs have been significantly greater than the Consumer Price Index (CPI) 

2006                ATB: 3.0%                   CPI: 1.6% (Toronto area)
2007                ATB: 3.3%                   CPI: 1.2%

The ATB is a reflection of changes in the external salary market and circumstances within the organization.  

   
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4. Most other Ontario universities have an ATB. Why is York moving away from it?

Compensation programs for non-union employees vary across the university sector. We are confident that we are competitive within our sector and that our Compensation System reflects best practices to support the move toward a performance focused organization. The equivalent amount to the ATB will be a component of merit pay.
   
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5. Will employees who retire after May 1, 2008 and before the salary increases are announced receive their salary adjustment?

Yes, these retirees will receive a payment for the period May 1, 2008 to the date of their retirement. The regular employer - employee pension contributions to the York Pension Plan will also be made and their pension benefits will be adjusted accordingly.
   
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6. Are new CPM employees with less than 12 months service as of April 30, 2008 eligible for a salary adjustment?

Please refer to questions 13 to 15 regarding the process that applies to employees in Grades A to C. Employees in Grades D to J with 3 months or more service as of April 30, 2008 are eligible to receive a prorated merit salary adjustment effective May 1, 2008 based on their performance. Employees in Grades D to J with less than 3 months service as of April 30, 2008 will not be eligible for a salary adjustment until May 1, 2009.
   
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7. Could a unionized employee receive a greater increase than their CPM Manager?

Unionized employees will receive the ATB. CPM employees have the opportunity to earn merit pay, which exceeds the ATB based on a performance rating of 3 or higher.
   
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8. Are CPM employees ‘competing’ with their supervisors for the same merit pool of money?

York has not used a 'pool of money' approach to determine adjustments to employee salaries. Salary adjustments are based on the merit percentage allocated to each performance level and these percentage amounts are applied to individual salaries.
   
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9. What salary adjustment can an employee receive when he or she reaches the maximum of their salary range?

Employees paid at the Maximum Rate (Salary Step 6 for Grades A to C and at 110% for Grade D to G) who receive a performance rating that is "Meeting Most Expectations" or higher will receive a salary increase that is equivalent to the ATB. Employees paid at the Maximum Rate in Grades D to G will also be eligible for a lump sum merit award (not added to their base salary) of 1%, if their performance rating is "Exceeds Expectations" or 2%, if their performance rating is "Outstanding".
   
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10. Are these changes related to budget cutbacks?
Changes to the CPM Compensation System are not related to budget cutbacks.
   
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11. Does the Target Distribution of Performance Ratings impose a 'bell curve' approach to the ratings which could result in employees not receiving a fair performance rating?

The Target Distribution was developed as a guideline for the expected differences in performance ratings across each Division of the University. It is not a fixed quota or forced distribution of performance ratings. Last year, the actual distribution varied from the Target Distribution.
   
  <To Top> <To Summary of Questions>
   
   
12. Are CPM employees subject to their direct supervisor's ability to manage conflicts of interest in recommending salary increases?

Guidelines have been prepared to assist supervisors to conduct the performance review process. Enhanced performance level definitions have been developed to bring more clarity to the differences between the performance levels. Checks and balances have been built into the approval process up to the level of the Offices of the Vice-Presidents to encourage fair and appropriate evaluations.
   
  <To Top> <To Summary of Questions>
   
   
13. Why are Grade A to C jobs treated differently than Grade D to J jobs?

Grade A to C jobs typically resemble unionized positions but are excluded by reason of confidentiality from the bargaining unit. The exclusion of these positions is based on the type of work performed, department and reporting relationship. When designing the new Compensation System a recommendation was made by the community to simplify both the performance assessment process and the salary ranges for these grade levels. The focus of a Grade A to C job is the successful performance of the job's duties and responsibilities and the demonstration/ attainment of the skills and attributes required for the job.
   
  <To Top> <To Summary of Questions>
   
   
14. How are the salary ranges for Grade A to C jobs structured differently?

The salary ranges for Grade A to C jobs are narrower (16% vs.38% for Grades D to J) and have six fixed steps. The salary ranges and six fixed salary steps are adjusted each May 1. Grade A to C employees move through their salary range to step 6 over a reasonable period of time (maximum of 5 years) to maintain the relationship with the comparable unionized wage rate. An employee's performance anniversary date is based on the employee's date of hire into the job/salary grade, which can vary from the May 1 performance anniversary date used for Grade D to J jobs.
   
  <To Top> <To Summary of Questions>
   
   
15. How is the performance review process different for Grade A to C jobs?

A performance assessment process was designed for Grade A to C jobs that has 3 performance levels. . Does Not Meet Expectations: No step movement . Meets Expectations: One step movement . Exceeds Expectations: Two step movement Employees in Grades A to C receive the equivalent to the ATB by changing the fixed salary step by the equivalent to the ATB. In the short term Grade A to C employees may receive more than the D to J group but the salary range is narrower and once Step 6 is reached there is no lump sum merit opportunity.
   
  <To Top> <To Summary of Questions>
   
   
16. Why have Grade D jobs been moved from the A to C group to the E to J group of jobs this year?

When reviewing the 2006-2007 application of the CPM Compensation System, it was determined that Grade D jobs were more closely aligned with the Grade E to J jobs than the A to C jobs eg. first line supervisors. The salary range for Grade D has been redesigned to be the same as the range structure for Grades E to J, with a Minimum Rate, Target Rate and Maximum Rate with no locked step rates. These changes will be effective May 1, 2008. This broadens the salary range and increases the potential Maximum Salary Rate for Grade D. A conversion process has been developed to move Grade D employees to the May 1 performance anniversary date.
   
  <To Top> <To Summary of Questions>
   
   
17. Why are these changes to the Compensation System being made now and so soon after implementation?

The design principles of the System remain the same. The System contemplated that certain changes would be phased in over time which we decided to implement in the second year because they improved the System. Other changes resulted from a review of the first year experience with the new system based on consultation with Senior Executive Officers and many Executive Officers. The recommended changes were ultimately reviewed and endorsed by York's Board Governance and Human Resources Committee.
   
  <To Top> <To Summary of Questions>
   
   
18. A pay for performance program is not realistic or equitable given York's climate where the majority of our operations are dependant on unionized employees who do not have formal performance management systems.

CPM employees have been involved in performance management processes for a number of years within the PDR program. The new PMP process is an enhanced program based on the PDR.    The new PMP form builds on many of the features in the previous PDR and draws on best practices.

At this time CPM employees are the only group with a formalized performance management process involving goals and professional development. There are processes for managing performance within the various collective agreements.

   
  <To Top> <To Summary of Questions>
   
   
19. How were the results of the Performance Management Process (PMP) pilot tests used to improve the performance review process?

The new PMP form including the goal setting process was piloted in August 2007 and was subsequently modified based on those experiences and on feedback from information sessions held for all CPM employees through November, December and January.
   
  <To Top> <To Summary of Questions>
   
   
20. How is the new PMP process intended to be applied for the 2008 - 2009 performance period?

In 2008/09 the new PMP forms will be used in tandem with the Business/ UAP Implementation Plans and the IRP for each Division/Faculty/Major Administrative Unit. Priorities and objectives identified in Business/UAP Implementation plans developed by Divisions/Faculties/Major Administrative Units help frame individual PMP plans and create the link between the larger organizational priorities and individual performance plans. It is recognized in a transition period there is a need to appreciate this is a learning process so individual and group coaching has been made available.
   
  <To Top> <To Summary of Questions>
   
   
21. What if I disagree with the performance level that I receive?

The intent is that the contents of the form are jointly agreed upon between the employee and manager. When there are disagreements about the performance assessment, there are provisions for both the employee and the manager to record their comments on the PMP form and on the Summary Assessment Form.
   
  <To Top> <To Summary of Questions>
   
   
22. What happens to the PMP form and the Summary Assessment Form after it is completed?

The Summary Assessment Form is reviewed by the second level manager and approved by the Divisional Vice President. Once approved, a copy of the Summary Assessment Form, the PMP form and an ETF are sent to the Department of Human Resources (Compensation) to ensure appropriate salary adjustments are made and to be placed in the employee file.
   
  <To Top> <To Summary of Questions>
   
23. Where do I get additional information?

Approach your Faculty/Department Administrative Officer or Executive Officer regarding particular issues or questions that apply to you.

Contact Christine Ablack, Manager of Job Evaluation and Compensation Services, at ext.77568 or at ablackc@yorku.ca or Dennis Stapinsky, Director of Compensation, Pension and Benefits, at ext. 33830 or at stapind@yorku.ca for general questions about the CPM Compensation System.

Contact Suzanne Killick, Director Leaning and Development, at ext.77563 or at killick@yorku.ca for general questions on the Performance Management Program.

The CPM Compensation Management System Manual has been updated and posted on the Department of Human Resources website at: http://www.yorku.ca/hr/documents/cpm/CPM_Compensation_Manual.pdf

   
  <To Top> <To Summary of Questions>
   
   
   
   
Summary of Questions - Learning and Development
 
1. Who is eligible to take courses?
2. Are courses open to the public?
3. Is there a fee for courses?
4. How do I register for a course?
5. I do not see a date listed for the course I would like to take.
6. What if I don't have the prerequisites listed?
7. What happens once the L&D Office receives my registration?
8. How do I cancel from a session I registered in?
9. Where is the Microcomputer Training Centre located?
10. I would like to organize a Unit-Specific session for our employees.
11. Can I obtain a course Manual if I haven't attended the course?
12. What other services do you provide?
13. How do I arrange a skills assessment for a potential hire to assist in my candidate selection process?
14. How long are skills assessment results valid?
15. I checked the York Employee Self Service System (Y.E.S.S.S) and some courses say "Attending" but I got a prerequisite exemption for them. What does this mean?
16. What is the External Development Fund, and do I qualify?
17. How do I determine in which fiscal to apply for the External Development Fund?
18. Can I submit my External Development Fund application prior to completing the course?
eLearning
19. Who is eligible to take e-Learning courses?
20. How do I register for an e-Learning course?
21. What is the time frame for completing a course?
22. What if it takes me longer than the time outlined in the e-Learning course description?
23. Are e-Learning courses offered at specific dates and times just like the other Learning and Development courses?
24. Can I work through the courses at one of the workstations in the Microcomputer Training Centre?
25. If the course is offered for completion at my own pace, will there be any guidelines for managers/supervisors addressing the release time issue?
26. How do I get my completed course(s) added to my training record?
27. Is there an evaluation or test at the end of my e-Learning course?
   
   
   
Answers -Learning and Development
 
1. Who is eligible to take courses?
Learning and Development courses are open to employees in the York University Staff Association (YusApuY and YusApuY2 Casuals) and the Confidential, Professional and Managerial group (CPM).

We can accommodate other employee groups but priority is given to YusApuY and CPM employees.
   
 
   
   
2. Are courses open to the public?
Learning and Development courses are open to employees of York University only and are not open to the general public.
   
 
   
   
3. Is there a fee for courses?
No fee is charged to departments for YusApuY or CPM employees who enroll into our regular offerings. A fee may be charged to departments for other employee groups based on the course cost per participant and for unit-specific training requested by departments.
   
 
   
   
4. How do I register for a course?
Step 1: Carefully review the course descriptions on our website in order to ensure that the content addresses your learning needs and that you meet any prerequisites that are indicated. Courses with a code of 01 or 10 level are designed to provide participants with a basic level of understanding of the concepts taught. Courses at a 20 level (or above) are designed for those who have prior knowledge, experience, or training in the basic level.

Step 2:  Select your preferred session date for the course you are interested in from the Learning Calendar. If your preferred date(s) is unavailable, please email us at hrlearn@yorku.ca to indicate your interest. We will schedule additional sessions as required.  Please note that spaces in our courses are limited so please register as early as possible.

Step 3: Complete the registration form located on the Course Registration page of our website. Managerial/Supervisory approval is required to attend courses.  Email your completed form to your direct supervisor, with a copy to your CPM manager, requesting approval. Ensure that the course name(s) is in the subject line of the email.

Step 4: The direct supervisor will complete the final step by forwarding your approved registration form to hrlearn@yorku.ca, with a copy to you and the CPM manager. 

On receipt of the registration form, a confirmation email will be sent if there is an available seat for your preferred date. If not, you will be asked to select an alternate date.

Registration is not required for Minibyte workshops.
   
 
   
   
5. I do not see a date listed for the course I would like to take.
If you do not see a date listed on the schedule it means that we have not yet scheduled a session but please feel free to email us at hrlearn@yorku.ca to express your interest in taking that particular course.
   
 
   
   
6. What if I don't have the prerequisites listed?
Some courses list prerequisite(s), which the participant should have in order to benefit fully from the course. In order to provide an effective training environment for all participants, a participant may be asked to leave a course should it be determined, by the trainer, that they do not possess the appropriate prerequisite. If you have any questions about any prerequisites, please send an email to ldtech@yorku.ca or contact x33417/30357 prior to registration for a course.
   
 
   
   
7. What happens once the L&D Office receives my registration?
Once our office has received the registration form, a confirmation email will be sent if there is an available seat in your preferred date. If not, you will be asked to select an alternate date.
   
 
   
   
8. How do I cancel from a session I registered in?
We ask that you notify us of your cancellation as soon as possible or at least 3 working days prior to the start of the session. Empty spaces in courses cost the University money and we would prefer to use that money to provide additional training and development courses for employees.

Should you need to cancel from a session, please send an email to  hrlearn@yorku.ca with a carbon copy to your supervisor/manager. If you wish to be placed into another available session, please let us know when you cancel. If you fail to notify us, your name will not be placed on the course waitlist, and you will be required to reapply.
   
 
   
   
9. Where is the Microcomputer Training Centre located?
The Microcomputer Training Centre is located in the basement of Central Square, room 043-044. If you enter Central Square (near the Tim Horton's and Curtis Lecture halls) and take the elevator down, turn left at the main corridor and follow past the loading dock and printing services. You will see a white and red overhanging sign for the Centre. Go through the black doors on the left and our entrance door is on your immediate right. If you take the stairs down instead, enter the unmarked door on the left of the men's restroom and follow the same directions after taking the elevator.
   
 
   
   
10. I would like to organize a Unit-Specific session for our employees.
We provide assistance with identifying needs, learning objectives, sourcing trainers and course administration. Unit specific training may include our regularly offered professional development and technical courses or we can assist you with designing courses tailored to your needs. Please please send an email to  hrlearn@yorku.ca or contact Suzanne Killick at ext. 77563 or email: killick@yorku.ca. Please note there may be a fee involved for such requests.
   
 
   
   
11. Can I obtain a course Manual if I haven't attended the course?
You can download course materials and exercise files from Course Material website,using your Passport York account.
   
 
   
   
12. What other services do you provide?
Internal consulting services are provided by L&D staff in the areas of:
  • Unit Specific Training for Groups from a Department or Faculty: Unit specific training may include our regularly offered professional development and technical courses or we can assist you with designing courses tailored to your needs.
  • Application Support: If you require assistance with a software application, our staff can support you over the phone, via email or in person.
  • Skill Assessment and Training Plans: A series of skill assessment tools are available to aid in the hiring process. Our staff can also develop training plans for employees.
  • Individual consulting services for CPM and YusApuY staff which may include determining training needs, skill assessments, and the development of personalized training plans.
  • Sourcing of external training companies for programs not offered at the University.
  • Organizational Development services to build capacity in individuals, teams and the organization though planned interventions that support change and organizational effectiveness.
   
 
   
   
13. How do I arrange a skills assessment for a potential hire to assist in my candidate selection process?
To arrange a skill assessment for a potential hire, submit the Testing Requisition Form located on the "Other Secure Services for Managers" webpage (under Manager's Toolkit) to LDTech@yorku.ca.  If the candidate has completed any testing within the past year, these results are still valid and will be sent to the hiring manager.  If the candidate does not have valid results on file, we will notify the hiring manager via email to have the candidate contact us to set up an appointment.

If you have any questions, please contact Vanessa Venditto at 22597 or LDTech@yorku.ca.  You may also visit the Assessment page on our website.
 
 
   
   
14. How long are skills assessment results valid?
Assessment results for selection or promotion decisions are valid for 12 months. Candidates may be re-assessed within that 12-month period if they have attended training or have gained new skills. In order to ensure assessment validity, re-assessment should not be conducted for any time period shorter than 6 months. If you would like to apply for reassessment after 6 months, please contact Vanessa Venditto at 22597 or venditto@yorku.ca.
   
 
   
   
15. I checked the York Employee Self Service System (Y.E.S.S.S) and some courses say "Attending" but I got a prerequisite exemption for them. What does this mean?
If you have received a prerequisite pass and are exempt from a particular course, it will show as "Attending" in the YESSS.
   
 
   
   
16. What is the External Development Fund, and do I qualify?
The External Development Fund covers the registration and material costs for workshops, seminars, conferences or professional development courses that are related to the staff member's present job or to jobs in the same field, to which the staff member might logically aspire. Travel and accommodation or other miscellaneous expenses will not be supported. There are separate rules and guidelines depending on whether you are a YusApuY or CPM employee.

A YusApuY staff person may apply for up to $500 per fiscal year from the External Development Fund to cover the registration and material costs for conferences, workshops, seminars or professional development courses that are related to the staff member's present job or to jobs in the same field, to which the staff member might logically aspire. Travel and accommodation or other miscellaneous expenses will not be supported.

For CPM employees, the fund covers course tuition fees only, to a maximum of $500 per fiscal year, to an employee who successfully completes:

A) A job-related course offered at a degree granting institution, community college, or from an accredited training organization that offers certification in a certain discipline. Such courses must be directly related to the employee's current job responsibilities or directly related to his/her potential career path at York University.

B) Individual skill improvement courses, seminars, or workshops that are related to the staff member's present job or to jobs in the same field, to which the staff member might logically aspire will be considered for support.

Please note that priority will be given to applications requests supporting developmental opportunities as outlined in (A) above. Given the limited funds in this program, we urge that departmental budgets support individual skills improvement courses or seminars whenever possible.

The following will NOT be supported by the CPM fund:
  • Craft, hobby and general interest courses
  • Conferences fees or Conference pre or post workshop/seminar fees
  • Course/seminar fees for external courses that are also available through LD, Occupational Health and Safety or any other internal training unit within the University
  • Membership fees
  • Examination fees
  • Books or course materials
  • Penalty, exemption fees or other incidental fees related to the course
  • Travel and living costs associated with participation on approved training courses.

It is important that you read and understand the "Guidelines for Access to CPM External Development Fund" for full details on eligibility, exclusions and application procedures prior to submitting this application. The guidelines may be obtained from the External Development page on our website.

For more information on the External Development Fund, please contact Glenda Charlton at 40774 or hrlearn@yorku.ca.

   
 
   
   
17. How do I determine in which fiscal to apply for the External Development Fund?
The course end date is used to determine in which fiscal a course may be applied. We are not able to reimburse for any courses after that particular fiscal year is over.
   
 
   
   
18. Can I submit my External Development Fund application prior to completing the course?
Since requests are reviewed and approved on a first-come, first-served basis, we do accept applications with proof of registration in order to reserve funds, however, funds will only be reimbursed upon receipt of proof of successful completion (i.e. a grade, certificate or letter, etc.)
   
 
   
eLearning
   
19. Who is eligible to take e-Learning courses?
All e-Learning courses are open to non-academic employees such as: York University Staff Association (YusApuY Unit 1 and YusApuY Unit 2 ), CUPE Local 1356, CUPE Local 1356-1, IUOE and the Confidential, Professional and Managerial group (CPM).
   
 
   
   
20. How do I register for an e-Learning course?
Step 1: Carefully review the course descriptions on our website in order to ensure that the content addresses your learning needs.

Step 2: Complete the e-Learning registration form located on the Course Registration page of our website. Managerial/Supervisory approval is required to attend courses. E-mail your completed form to your direct supervisor, with a copy to your CPM manager, requesting approval. Ensure that the course name(s) is in the subject line of the email.

Step 3: The direct supervisor will complete the final step by forwarding your approved registration form to hrlearn@yorku.ca, with a copy to you and the CPM manager.

Upon receipt of the registration form, a confirmation email will be sent with details on how to access your new e-Learning account.
   
 
   
   
21. What is the time frame for completing a course?
The e-Learning account will remain active until March 9, 2009.
   
 
   
   
22. What if it takes me longer than the time outlined in the e-Learning course description?
The length of courses outlined in the course description is based on an average individual taking the course. If a manager gives approval for 20 hours maximum to be taken during regular work hours for a particular course, employees may use their own time, e.g. outside work hours should they require additional time to complete the course or discuss other options with their manager.
   
 
   
   
23. Are e-Learning courses offered at specific dates and times just like the other Learning and Development courses?
No, they may be accessed at any time of day at the employee's convenience and do not have to be taken all at once.
   
 
   
   
24. Can I work through the courses at one of the workstations in the Microcomputer Training Centre?
Yes, provided the lab is available, an employee could make arrangements to come and use one of our workstations.
   
 
   
   
25. If the course is offered for completion at my own pace, will there be any guidelines for managers/supervisors addressing the release time issue?
Operating requirements shall be the major consideration in granting or rejecting such requests and it will be up to the manager to work out with the employee when and how he/she will take e-Learning courses.
   
 
   
   
26. How do I get my completed course(s) added to my training record?
If you have completed an entire course (e.g. all of the sub-courses in Access 2002) and would like to have your training record updated, please send an e-mail message to hrlearn@yorku.ca with a copy to your manager.
   
 
   
   
27. Is there an evaluation or test at the end of my e-Learning course?
There is an overall skill assessment as well as questions on every lesson/unit within a course. You must answer every question in a lesson/unit in order for your scores to be calculated. In order to master a lesson/unit, you must receive a score of 70% or higher on every lesson/unit in that course.
   
 

 

 

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