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THIS JOINT STAKEHOLDER AGREEMENT made between:
The University of Saskatchewan
(hereinafter referred to as the Employer)
- and -
The Administrative and Supervisory Personnel Association
(hereinafter referred to as ASPA)
- and -
The Canadian Union of Public Employees, Local 1975
(hereinafter referred to as CUPE 1975)
- and -
The Canadian Union of Public Employees, Local 3287
(hereinafter referred to as CUPE 3287)
- and -
The University of Saskatchewan Faculty Association
(hereinafter referred to as the USFA)
JOINT STAKEHOLDER AGREEMENT FOR
THE UNIVERSITY OF SASKATCHEWAN
EMPLOYEE ASSISTANCE PROGRAM
WHEREAS the parties to this Agreement recognize the value of an effective, efficient and quality Employee Assistance Program (EAP);
AND WHEREAS the parties to this Agreement each hold a stake in an effective, efficient and quality EAP;
AND WHEREAS as a result of a review of the University of Saskatchewan EAP recommendations were provided to the EAP Board in May of 2006;
AND WHEREAS the EAP Board has considered the recommendations and reported its decisions to the parties;
NOW THEREFORE THE PARTIES AGREE AS FOLLOWS:
1. The University of Saskatchewan will provide an EAP for its employees based on the ‘Report of the University of Saskatchewan EAP Board in Response to Recommendations Contained in the May 2006 Review Report’ and as follows:
a) The EAP will provide referral and counseling services for any employee, or employee family member (as defined by EAP Board).
b) All employees of the University of Saskatchewan, unionized and non-unionized, with the exception of students, shall be eligible to utilize the EAP. The EAP Board shall decide any questions as to eligibility.
c) EAP staff will accept self-referrals and recommended referrals from stakeholders and stakeholder representatives. EAP staff will accept self-referrals and recommended referrals from stakeholders and stakeholder representatives. The EAP Board recognizes that at times it may be appropriate for the stakeholder or stakeholder’s representative to recommend a referral to EAP services to address an issue that is impacting upon an employee’s work. In the event that an employee is referred by a stakeholder or stakeholder representative there is no requirement that the employee follow-up the referral. In these cases the stakeholder or stakeholder’s representative may contact the EAP to let the staff know that a referral was made. In these cases there will be no contact between the EAP provider and the referral source except with the expressed written consent of the employee. This includes but is not limited to the EAP provider informing the referral source that the employee followed through on the referral.
d) All EAP records shall be treated as confidential and shall be distinct from and not be placed in the employee's personal file held by the Employer. No use shall be made of EAP records which is not necessary to the provision of service within the EAP without the express written consent of the EAP client. No party to this agreement shall have access to any information in an EAP file or subpoena any service provider to give evidence in any arbitration proceeding concerning an individual client’s participation in the program. Nothing shall prohibit an employee from consenting to the use of client information in an EAP file or the testimony of a service provider if such information is relevant in any proceeding taken under the collective agreement or in any legal action external to the University. Reports prepared for circulation external to the EAP shall consist only of information in aggregated form so that no information or data cell could be used to identify a single client. If the client so requests in writing, the Employer and the appropriate union will be provided with written notification that an employee is utilizing the EAP.
2. The implementation and operations of the EAP shall be overseen by an eight member EAP Board, as follows:
a) One member appointed by the Employer who is a senior administrator,
b) One member appointed by the Employer who is a dean;
c) One member appointed by the Employer,
d) One member from ASPA appointed by ASPA,
e) One member from CUPE 1975 appointed by CUPE 1975,
f) One member from CUPE 3287 appointed by CUPE 3287,
g) One member from the USFA appointed by the USFA, and
h) One member external to the University with knowledge and expertise in employee assistance programs nominated and selected by the other members of the EAP Board by a majority vote on a secret ballot.
3. Appointments to the EAP Board by the appointing bodies shall be made effective as soon as reasonably possible after the signing of this Agreement. The normal term of appointment will be for three years.
4. The responsibilities of the EAP Board shall include but are not limited to:
a) oversight of EAP services, administrative structure, resources required and other relevant matters according to both recognized standards established for employee assistance programs and according to best practices;
b) determination of EAP policy and best practice options for EAP services that will provide high quality services that meet the needs of both the employees and the University;
c) oversight of EAP resources [financial, human, facilities] required for effective and efficient operation of an EAP based on best practice;
d) assessment of the effectiveness of the EAP according to both recognized standards established for employee assistance programs and according to best practices;
e) oversight of space and equipment requirements for delivery of EAP services;
f) setting standards and guidelines for service delivery;
g) defining reporting requirements on services delivered;
h) monitoring service delivery and client surveys;
i) building the knowledge of EAP Board members with respect to recognized standards and best practices for employee assistance programs; and
j) meeting regularly and not less than 6 times per year.
5. A quorum for meetings is one representative from each of the Employer, ASPA, CUPE 1975, CUPE 3287 and the USFA.
6. The EAP Board will function with two co-chairs. One co-chair will be a member of the Board appointed by the employer
chosen by the employer and the other chair will be a member of the Board from one of ASPA, CUPE 1975, CUPE 3287 and the USFA chosen by those members of the Board. The term of office for the chairs will be two years. The Board member from the USFA and the Associate Vice-President, Human Resources, will be the co-chairs for the first term of office.
7. The responsibilities of the co-chairs shall include but are not limited to:
a) carrying out the administration and management of the affairs of the EAP Board between meetings, subject to the approval of the EAP Board;
b)setting the agenda for EAP Board meetings;
c) meeting in consultation with each other and members of the EAP Board;
d) reviewing information and requests sent to and from the EAP Board;
e) functioning as the official liaison on behalf of the EAP with service providers and University administration;
f) reporting to the EAP Board on issues from the service provider;
g) at the instance of either co-chair, requesting a special meeting to deal with urgent concerns;
h) reviewing operational procedures and concerns; and
i) ensuring that all EAP Board positions are filled.
8. Under the direction of the EAP Board, the EAP shall be evaluated on a yearly basis and a regular comprehensive review shall be undertaken not less than every three or more than every five years. The timing of a comprehensive review will be at the discretion of the EAP Board and will include the evaluation of the current EAP services, the administrative structure, the resources required and other relevant matters according to both recognized standards established for employee assistance programs and according to best practices to determine the effectiveness, efficiency and quality of the EAP. The objectives of a comprehensive review will include identification of limitations, best practice options for services, identification of the level of resources required for effective and efficient operation of an EAP based on best practice, and a review of the suitability of the current service provider with the aim of determining how services shall be provided into the future. Review results will be presented to the EAP Board for consideration and as necessary changes shall be made to the services provided. It is recommended that funding beyond the normal operations of the EAP required for evaluations be provided by the Employer.
9. Matters of dispute related to the EAP between the Employer and any of the stakeholder unions will be addressed through appropriate dispute resolution processes as outlined in specific collective agreements.
10. This Agreement may be modified from time to time with the approval of the EAP Board following consultation with the parties.
IN WITNESS WHERE the parties hereto have executed this Joint Agreement.
Barb Daigle Date
Associate Vice-President, Human Resources
On behalf of the Secretary to the Board of Governors
University of Saskatchewan
Richard Florizone Date
Vice-President (Finance & Resources)
On behalf of the Chair of the Board of Governors
University of Saskatchewan
Proper Officer Date
On behalf of the Canadian Union of
Public Employees, Local 1975
Proper Officer Date
On behalf of the Canadian Union of
Public Employees, Local 3287
Proper Officer Date
On behalf of the University of Saskatchewan
Faculty Association
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