EMPLOYEE FAQ

Winter Term Delay FAQ

Winter Term 2021 Delay: First Day of Classes January 18, 2021

What was the original date for the first day of classes? The first day of classes was originally scheduled for Monday, January 4th, 2021. The first day of classes will now be Monday, January 18, 2021.

Why was the first day of classes changed to Monday, January 18th, 2021? The decision to change the academic schedule is always difficult and has significant impacts on students, instructors, programs, and courses. The decision is not taken lightly. There are a number of reasons why this decision was taken.

The anticipation that the holidays will bring unadvised family and friend gatherings. This poses an increased risk of spreading COVID-19 such as what was seen after Canadian Thanksgiving. As you may know, the incubation period for COVID-19 is two weeks. Our original return-to-class date would mean that people returning to UCN would be back just as that incubation period ends and the symptoms of COVID would begin to surface. The two-week delay will not prevent COVID symptoms from appearing, but it does help prevent UCN from becoming a hotspot and potential site for further transmission of the virus. The decision to delay the start of classes helps ensure the health and safety of students, faculty, and staff.
The K-12 system is considering either delaying its return to class or switching to online delivery for at least two weeks after the holiday break. Either way, the effect will challenge students, faculty, and staff with young children in the school system. This delay helps those parents manage the school system changes and make longer-term arrangements for child care if necessary.
The additional two weeks gives students more time to recover from a stressful term. Additionally, those two weeks from January 4 – January 17 will help give faculty more time to prepare Winter Term courses. The delay helps to give us all a chance to catch our collective breaths.

Ultimately, the difficulties caused by changing the schedule had to be balanced against the risk to health and safety.

Will any exceptions be allowed, and why are those exceptions being allowed? All courses, whether offered online, remotely, or in person, are subject to the delay, except for the following:

Adult Learning (Thompson) Adult Learning courses are regulated and scheduled by the Government of Manitoba which issues separate guidelines for pandemic planning. UCN’s ALC will follow those guidelines (which often are aligned with decisions taken for the K-12 system). Where possible, UCN’s ALC will align its pandemic plans with those of UCN.

Apprenticeship Courses (Thompson and The Pas) Apprenticeship programs are regulated and scheduled by the Government of Manitoba. Note, however, that no Apprenticeship students will be taking face-to-face courses at a UCN campus until February 2021.

PSYCH.1000 Introduction to Psychology (Thompson, The Pas, Garden Hill) This is a University of Winnipeg course offered through Inter Universities Services (IUS), and the U of W has not delayed the start of the term

62.171L Introduction to Statistics (The Pas) This is a Brandon University course offered through Inter Universities Services (IUS), and BU has not delayed the start of the term

Courses offered on contract with a community or industry (Various)These will be discussed with the relevant Education Authority. While there may be other exceptions, they will be very limited and in any event, any additional exceptions will be communicated to students by no later than Friday, December 4, 2020.

Will other exceptions be allowed? Other exceptions may be considered in extreme cases. Decisions around exceptions will be made by the Vice-President Academic and Research in consultation with the program area and the responsible Dean. Please talk to your Dean about your courses and programs. In any event, all decisions about exceptions must be made by the last day of classes, December 4, 2020, to allow students to be informed advised of the exception.

What about work-integrated learning opportunities? Many courses have clinical placements, practicums, applied learning, and other hands-on learning opportunities. These may have to be adjusted to accommodate changes in the curriculum necessitated by the change to the Academic Schedule. These decisions are program decisions. Please speak to your Dean about those changes.

How does the decision to delay the first day of classes affect the rest of the Academic Schedule?Generally speaking, everything is delayed by two weeks. Statutory holidays remain the same. UCN’s Reading Week will be scheduled when the K-12 Spring Break is scheduled – if the K-12 system changes the date, UCN’s Reading Week will change. If the K-12 Spring Break does not change, UCN’s Reading Week will not change. The reading week that is scheduled in February for some selected programs will remain the same.Please see the attached revised Academic Schedule.

Will the Start of the Spring Term Also be Delayed? Yes. The decision to delay the return to classes to January 18, 2021 will affect the academic schedule for the remainder of the 2020/21 academic year. The Spring Term will also be delayed by two weeks, and end two weeks later. Please see the attached revised Academic Schedule.

Does this change mean that UCN’s holiday closure period now ends on January 18, 2021? No, it does not. This decision only changes the date of the first day of classes. UCN’s faculty and staff are expected to be back at work as of January 4, 2021. However, like UCN has been operating for the past number of weeks, and based on operational necessity as defined by your supervisor, faculty and staff are encouraged to work from home to prepare for the first day of classes on January 18, 2021. This way, we ensure the maximum safety for those whose work requires them to be present at a UCN facility. Note that UCN’s holiday closure ends on New Year’s Day, Friday, January 1, 2021. If you are planning on being on vacation beginning on January 4, 2021, then you must have a leave form approved by your supervisor.

How will any additional costs to students and their sponsors resulting from the delay be addressed?UCN recognizes that the delay of the first day of classes inconveniences many different parties. The decision to delay the first day of classes has not been made lightly and was taken to help ensure health and safety, including reducing the possibility of transmission of COVID-19, and to help give students additional time to rest and recover from a difficult term. UCN’s Recruiting Officers/Sponsor Liaisons will be contacting sponsors to advise them of this change to allow them to adjust as required.

Will Convocation be Delayed? Yes, convocation will be delayed by two weeks. UCN is anticipating that Convocation will be held virtually, similar to how it was held in June 2020. Specific dates will be shared at a later date.

How will this decision be shared with the broader UCN community? Students. By email, through social media, and other methods before the last day of classes in the Fall Term (December 4, 2020). Instructors are also expected to share this information with students. Sponsors. UCN’s Recruitment Officers/ Sponsor Liaisons to contact sponsors to advise them of the changes and the reasons why. Faculty and Staff. An all-staff email and revised Academic Schedule was shared with faculty and staff (November 27). This FAQ will be similarly shared. The Vice-President Academic and Research will also share the information in regular Academic COVIDeo Newsletters. The General Public. Via press release and social media announcements.

How will this affect the faculty/staff summer vacation period in 2021? This decision delays the start of classes but does not delay the return to work date for faculty and staff. The first day of classes is now scheduled for January 18th, 2021, but the return to work date for after the holidays for faculty and staff remains the same at Monday, January 4th, 2021. There will be no impact on the summer vacation period (July 2nd– August 23rd, 2021). Should a faculty or staff member take approved VL between January 4th and January 18th, 2021, the number of VL days available to that faculty or staff member will be lower, which may have an impact on your summer vacation period. However, this is not a direct consequence of the delay to the first day of classes.

Face Coverings – Information for UCN Employees

There will be information posted at UCN facilities to ensure proper use of face coverings, and other general information can be found through various sites as noted below:

A short video which provides direction and “training” on how to properly use non-medical cloth masks can be found at:

https://www.canada.ca/en/public-health/services/video/covid-19-wear-non-medical-mask-face-covering-properly.html

(updated: Aug 21, 4:35 p.m.)

Health-Related Information for UCN Employees

There is no shortage of information at present with regard to COVID-19; however, you will want to ensure that you seek information only from valid and authorized sources. Included below are a number of links to relevant and respected training and information about COVID-19:

For information on self-isolation, visit www.gov.mb.ca/covid19/updates/resources.html#collapse2.

Province of Manitoba COVID-19 general information: https://www.gov.mb.ca/health/coronavirus/
Province of Manitoba COVID-19 Fact Sheet: https://www.gov.mb.ca/health/publichealth/factsheets/coronavirus.pdf
Shared Health Covid-19 on-line screening tool: https://sharedhealthmb.ca/covid19/screening-tool/
Province of Manitoba COVID-19 Self Isolation: https://www.gov.mb.ca/health/publichealth/factsheets/coronavirus_selfisolation.pdf
Travel Health Notices: https://travel.gc.ca/travelling/health-safety/travel-health-notices
Government of Canada EI Sick Benefit: https://www.canada.ca/en/services/benefits/ei/ei-sickness.html
MGEU Collective Agreement: https://www.mgeu.ca/uploads/document/ucn_april_1_2018_to_march_31_2022.pdf?t=1562947969
To speak to Health Links: 204-788-8200 or toll-free 1-888-315-9257

Mental Health Resources

We hope that all of you have had a good summer, and you are rested and ready to begin a new Academic Year at UCN.

We recognize that these COVID times can be concerning and stressful for a whole variety of reasons. All of us have our own situations to manage through these times. Please be reminded of the Employee and Family Assistance Program (EFAP) available to UCN employees.

The Employee and Family Assistance Program is voluntary and confidential. For employees to utilize the service, they simply need to contact the EFAP, identify themselves as an employee of UCN, and the intake person will assist with the process.

The contact information for the EFAP is as follows:

(Winnipeg) 204-945-5786

(Toll Free) 1-866-669-4916

(TTY) 204-948-3401

http://www.manitoba.ca/csc/aboutcsc/efap/index.html

There are many resources available in our communities, and on-line. A number of resources have been reviewed, and the following list provides some very useful information to assist you, your family, friends and colleagues:

Take care – stay safe!

(updated: Aug 21, 4:34 p.m.)

UCN Working from Home Guidelines

(Temporary Arrangements due to COVID-19) August 20, 2020

The following guidelines are for those who have approved work at home arrangements with their Supervisor. We recognize that many of you may not have envisioned working from home in your current role with University College of the North, and certainly not for an extended period of time. Therefore, we have put together these “Working from Home Guidelines” for your reference during this temporary situation when you may be working from home.

Please note that all of UCN’s regular policies and procedures continue to apply, as well as the provisions of the Collective Agreement for bargaining unit members, including hours of work.

For Supervisors:

• Check the UCN COVID-19 page regularly for updates

• It is important to continue to communicate regularly with employees who are working from home.

• Work collaboratively to establish daily work assignments (employees are to document work assignments and report progress regularly). It may help to establish daily check-ins with employees to provide direction and to monitor work progress (including setting daily/weekly goals) – whatever works best for your individual employees or team.

• Employees may request to take their office chair or other UCN property home during any work from home period. Please keep a record of what equipment/furniture each employee has moved to their home.

• Use technology for employees to work collaboratively through work assignments (i.e. email message, phone calls, text messaging, Microsoft Teams, Zoom, etc.).

• Hold regular video meetings through Microsoft Teams as needed to ensure everyone stays connected and has the necessary information and support to complete tasks.

• Support employees’ flexibility around work life balance through alternate work hours if the need arises, and where this is reasonable for the particular role.

• If employees are sick, or require other personal leave, they are to advise you and use appropriate leave to support their health and personal life, as is always the case. Please check with leavetime@ucn.ca if you have any questions about leave provisions.

• Ensure employees are using properly secure UCN equipment to store and share electronic information.

• Be sure to check-in with employees to ensure they are handling the stress of the situation appropriately, and offer resources and counselling services as required.

• If employees ask you about whether UCN will be issuing T2200 tax forms, please notify them that at this time, based on the advice from professional tax and legal services, T2200s will not be issued by UCN for employees who are temporarily working from home.

If you have any questions please email communications@ucn.ca

Some employees may have higher than usual concerns and stressors during these unprecedented times. As a Supervisor, you may hear from your employees who may be seeking assistance in this regard. Please refer to the information below:

Employee and Family Assistance Program (EFAP) – this is a voluntary and confidential service

Employees are encouraged to contact the EFAP as follows: (Winnipeg) 204-945-5786 (Toll Free) 1-866-669-4916 Email: efap@gov.mb.ca

For Employees:

• Check the UCN COVID-19 page regularly for updates.

• It is important to continue to communicate on a regular basis with your Supervisor.

• Establish daily work assignments (document work assignments and report progress regularly). Your supervisor may work with you to set daily/weekly goals.

• Use technology to work collaboratively through work assignments (i.e. email messages, phone calls, text messaging, Microsoft Teams, Zoom, etc.). Prepare as though you are attending the office at your regular work schedule – a meeting may be called at any time through the day, and you may not want to be on video through Microsoft Teams in your pjs!

• Choose a dedicated workspace and set it up like your office to the extent possible. Employees may request to take their office chair or other UCN property home during any work from home period.

• If you are sick, please use appropriate sick leave to support your well-being. If you do not have sick leave accrued, you may have the option when requesting leave to use other types of paid leave (if available) to cover the period of absence. Otherwise, as is the case currently, leave without pay is to be submitted on the leave form.

• Ensure you are using properly secure UCN equipment to store electronic information.

• The same as when you are at the office, you are not to use regular work hours to attend to personal responsibilities (eg. shopping, personal appointments, gym, laundry, etc.) or spend time on social media (other than during specific break times). Of course many external activities are curtailed due to COVID-19; however, it is important to keep in mind that if personal time is required, you are to work with your supervisor to receive approval (i.e. vacation, family related leave, OT, etc.) through the regular leave request process.

• Please ensure you are available for meetings or phone calls during your regular working hours as required. Employees may be called back to UCN on short notice if the need arises.

• As you normally would if you are working at a UCN location, check your email and work phone number(s) on a regular basis.

• At this time, based on the advice from professional tax and legal services, T2200s will not be issued by UCN for employees who are temporarily working from home.

If you have any questions please email communications@ucn.ca

Some employees may have higher than usual concerns and stressors during these unprecedented times.

Please be reminded of the counselling services available to UCN employees:

Employee and Family Assistance Program (EFAP) – this is a voluntary and confidential service

Employees are encouraged to contact the EFAP as follows: (Winnipeg) 204-945-5786 (Toll Free) 1-866-669-4916 Email: efap@gov.mb.ca

Schools and daycares are closing. I still have to come to work. What do I do if I have children?

Please keep in mind that as in any other situation, it remains the employee’s responsibility to find alternate care for children (or other family members if this is necessary) where possible. With previous notification that schools and daycares are closing, it is assumed that employees are already working on making other arrangements (e.g. other family members/friends caring for children, splitting time at home with others, etc.).

Will UCN pay for my home internet costs?

UCN is not considering paying for home internet for employees at this time.

What if I make ever effort, but I'm not able to make alternate childcare arrangements?

Work from home (full or part time) may be arranged where appropriate and possible. Arrangements are to be made between the employee and their supervisor. It must be recognized that some work can be done from home and other tasks cannot. Maximum flexibility, creativity and any ideas will be considered. Any work at home arrangement must be approved in writing by the employee’s supervisor.
Flexibility in hours of work will also be considered between the supervisor and the employee. There is potential for working part-time hours, evenings/weekends rather than regular days/times so families/friends can split the care needs if necessary so that employees can attend work at different times where possible.
Submit leave request to use vacation, over time, or Family Related leave (if applicable and eligible based on available sick leave). Employees are entitled to up to five (5) FRL days leave with pay each fiscal year (April 1 to March 31) for attending to family responsibilities which are “real, immediate and unavoidable and which necessitate the employee’s absence from work”. UCN has agreed to allow an extra five (5) FRL days leave until March 31, 2021 due to COVID.
Submit leave request for Leave Without Pay.

I have recently returned from travelling. What do I do?

If you are returning from any travel outside of Canada, please notify your supervisor and humanresourcesdepartment@ucn.caand you will be required to self-isolate for 14 days.

If you are returning from travel outside of Manitoba but inside of Canada, please follow the health professional’s guidelines in regards to what has been put in place to self-isolate. UCN recommends that people returning from inter-provincial travel self-monitor for signs of COVID-19.

Employees should check the Province of Manitoba COVID-19 travel guidelines at http://www.manitoba.ca/covid19/restartmb/prs/index.html#collapse6for travel within the Province of Manitoba and inter-provincial travel guidelines.

Employees who have to self-isolate for 14 days may use the options available in question 2 (a) above, after discussion with, and approval by, their supervisor. Employees may also use sick leave for this unforeseen circumstance.

I have upcoming travel plans – what do I do?

It is important to note that, effective immediately, if you have any upcoming travel plans and have not left yet, and you still plan to travel despite the warnings, then you must include the 14-day isolation period upon your return. This will need to be submitted as vacation leave, OT or Leave Without Pay.

If you are returning from out of country travel, you will be required to self-isolate for 14 days, as noted above.

I'm worried about COVID-19. I want to stay home to prevent getting the illness. What are my options?

Staff may decide what’s best for their household. These are difficult times, with many difficult decisions needing to be made.

If you choose to stay home but are not experiencing any flu- or cold-like symptoms and do not need to self-isolate for reasons outlined by health professionals, then you can submit a request for vacation leave, OT, or leave without pay.

It is very important to ensure that staff and students who are returning to the work place, that have had any COVID-19 symptom(s), even if mild, follow the guidelines provided by Manitoba Health to decrease the potential transmission of COVID-19 at UCN.

If I have flu- or cold-like symptoms, what should I do?

mployees experiencing flu- or cold-like symptoms including fever, cough, shortness of breath, or any combination of these signs must stay home and submit a sick leave form. If sick leave is not available, alternate forms of leave can be utilized (e.g. vacation, OT, leave without pay).

If you have a fever higher than 38 degrees Celsius, cough, shortness of breath, difficulty breathing or any other symptoms call Manitoba Health Links (1-888-315-9257).

Please access the on-line screening tool from Shared Health Manitoba (https://sharedhealthmb.ca/covid19/screening-tool/).

If a member of my household has COVID-19 or displays flu or cold like symptoms, what should I do?

Public Health Official have issued the following guidelines to stay at home in the following instances:

Individuals identified as having COVID-19 or a close contact of someone with COVID-19 must immediately enter mandatory isolation/self-isolation (quarantine) until public health officials advise they can end isolation/self-isolation (quarantine).
Household members or close contacts of a person or persons with COVID-19 must immediately go into mandatory self-isolation (quarantine) for 14 days from the last date of exposure and call Health Links--Info Santé (204-788-8200 or 1-888-315-9257) if they develop symptoms.

If you are awaiting test results or have a member of the household who has tested positive for COVID-19 and are unable to work productively from home, you are able to use sick leave, family related leave, vacation leave or leave without pay.

Will I be paid when I am off sick?

If you have accumulated sick leave, you should submit a leave form to use your accumulated sick leave to continue receiving pay. If you do not have sick leave accumulated, then as it the case with any other illness, you may opt to use other accumulated time for paid leave (e.g. vacation, over time).

I am worried about the COVID-19 situation. Who can I talk to?

We understand that the current world health situation can cause a lot of stress for you and your family. Our EFAP program is a safe place to talk through your worries and concerns. This benefit is available for all staff and their immediate families. Here is the contact information for the EFAP:

(Winnipeg) 204-945-5786
(Toll-Free)  1-866-669-4916
(TTY)  204-948-3401
http://www.manitoba.ca/csc/aboutcsc/efap/index.html

I'm worried about COVID-19 and would like to talk with someone about it. Who can I talk to?

(Winnipeg) 204-945-5786

(Toll Free) 1-866-669-4916

(TTY) 204-948-3401

http://www.manitoba.ca/csc/aboutcsc/efap/index.html