Category: Red Book

Red Book Overview

Students & Casual Staff employed by the College should consult the Payroll Information Guide enclosed on the Student Employment page

Employees preparing for retirement or retired should review the Retirement Information page.

All other employees of the College should be able to find information on their insured benefits and applicable policies by following the links provided below. If you are having trouble locating something with the Redbook or if these pages do not answer your questions, please do not hesitate to contact us.

If you are a new employee, please read the guide for New Employees and then review the insured benefits described in the following sections by employee group.

For general policies applicable to all employee groups, please refer to General Policies.

For purposes of Insured Benefits, all employees fall within one of these four employee groups:

Regular Full-Time

A Full-Time Employee is one who works not less than then normal hours per week in an established position and on a continuous basis, or in the case of a faculty member, one who holds a full-time appointment. Learn more…

Regular Part-Time

A Regular Part-Time Employee is one who works less than full-time, but 50% or more of full-time in an established position, and based on regular and predetermined schedule. Learn more…

Contract

A Contract Employee is an employee who holds a regular full-time, or a regular part-time position for a specific period of time. The duration of employment is usually for a period of not less than one but not more than twelve months. Contracts may provide the option for extension or renewal, but the employee’s status and eligibility for group medical and insurance benefits at initial employment is determined by the original contract period. Learn more…

Temporary/Casual

A Temporary or Casual Employee is one who is employed in a job established for a specific and limited purpose, or for the duration of a specific project, or group of assignments, for example: Dons, Coaches, Markers, Teaching Assistants, Journalism, Persons Retained from Outside, and any part time assistance provided by students. Learn more…

Retirement Information

Anyone considering retirement should contact the Bursar’s Office as early as possible. Any retirement shall take effect as of June 30 of the year in question, unless mutually agreed upon by the member and the University of King’s College.

There are several items to consider when making this decision, the Human Resources & Compensation Officer will answer any questions or concerns you may have. Please contact Dolly McIntyre at (902) 422-1271 ext. 220.

Benefit Options at Retirement (pdf)

For detailed information surrounding the NS Public Service Superannuation Pension Plan (PSSP) please visit https://wonderful-poitras.15-223-43-51.plesk.page//www.nspssp.ca/publicservice/members/publications/member-guide-booklet

 

Regular, Part-Time Employees

A Regular Part-Time Employee is one who works less than full-time, but more than 50% of full-Time, and is based on a regular and predetermined schedule.

Insured Benefits Program

Mandatory Plans

Voluntary Plans

NS Publice Service Superannuation Pension Plan (PSSP)

General Policies

General Information

Occupational Health & Safety

Forms

Summary of Insurance Coverage

Mandatory benefits

All regular and part-time employees (.50 FTE or greater) are enrolled in the following plans:

Health Insurance

  • Employee must have coverage under a provincial health (MSI) plan to qualify for benefits.
  • Benefits under the Plan include:
    1. Hospital Care in a semi-private room (100% coverage);
    2. Extended Health Benefits, including hospital private room, physiotherapists, etc. (80% coverage);
    3. Prescription Drug benefit (Rx Choices Program, for Tier I drugs the Plan pays for cost of the drug and employee paysa co-pay equivalent to the dispensing fee of the pharmacy; and for Tier II drugs the employee pays a co-pay of 40% for each eligible prescription);
  • The University pays 60% of the Plan premiums
  • Learn More…

Group Life Insurance

  • 3X the employee’s annual salary, up to a maximum of $300,000
  • Maximum benefit reduces by $20,000 each year at age 61 to 65
  • Can be converted into a similar plan (with the insurer) without the requirement for medical history within 31 days of termination before age 65.
  • Premiums are 100% paid by the university and result in a taxable benefit for the employee
  • Learn More…

Survivor Income Benefit

  • 25% of the employee’s monthly salary to a maximum of $1,389 payable to surviving spouse commencing the 25th month following death of employee until the earlier of the spouse reaching age 65 or remarriage
  • 5% of the employee’s monthly income to a maximum of $278 per month per child to a maximum of three dependent children until they reach age 25 (if full-time student of an accredited post secondary educational institution)
  • Premiums are paid 91% by the university and 9% by the employee
  • Learn More…

Accidental Death & Dismemberment Insurance

  • 3X the employee’s annual salary, up to a maximum of $300,000
  • Maximum benefit reduces by $20,000 each year at age 61 to 65
  • Beneficiary designated for basic group life insurance is same beneficiary for the basic AD&D
  • Payment of claim is only if the employee’s death is due to an accident or where the accident does not result in death to the employee payment to the employee for specific losses, i.e. loss of a leg, arm, etc.
  • Premiums are 100% paid by the university and result in a taxable benefit for the employee
  • Learn More…

Long Term Disability Insurance

  • Non-taxable benefit of 60% of the monthly gross salary of the employee to a monthly maximum of $6,000.
  • Customary pension plan employee contributions also contributed by insurer to the pension plan.
  • Employee must have been ill for an accumulated duration of 6 months (180 calendar days) within a 12-month period; 3 months (90 days) in the case of employees of Grantholders, to be eligible for the benefit.
  • Premiums are 100% paid by the employee.
  • Benefit amount is reduced by income from all sources, including CPP disability benefits.
  • Learn More…

Excess Medical (Travel) Insurance

The University of King’s College, as a participating member of Interuniversity Services, Inc. (ISI), has formed a partnership with SSQ Financial Group to offer Excess Medical (Travel) Insurance to employees who meet the eligibility criteria.

Identification number for all ISI members is 427E.

Policy number for the University of King’s College is 1PX40.

Optional Benefits

The following coverages are available at the option of all regular full-time or part-time employees (.50 FTE or greater).

Voluntary Group Term Life Insurance

  • Additional optional group term life insurance, over and above the basic group life insurance coverage, in $10,000 increments up toa maximum of $200,000
  • Monthly premiums 100% paid by the employee and based on age, amount of coverage and whether the applicant is a smoker or non-smoker
  • Available also for spouses and dependent children (not over the age of 25)
  • Conversion of coverage into a similar plan, without the requirement for medical history is available within 31 days of termination
  • Learn More…

Voluntary Personal Accident Insurance

  • Additional optional group accidental death & dismemberment insurance, over and above the basic accidental death & dismemberment insurance coverage, in $10,000 increments, up to a maximum of $300,000
  • Coverage can be a ‘single’ or ‘family’ plan (which covers the spouse automatically for 50% of the member’s coverage and 10% for each dependent child to a maximum of four).
  • Premiums are 100% paid by the employee
  • Learn More…

Voluntary Dental

  • Basic services (cleaning and prophylaxis, fluoride treatments, x-rays, fillings, extracts) (100% reimbursement, no deductible);
  • Additional basic services – root canals and treatment for gum disease (90% reimbursement);
  • Major restorative treatments including the provision of crowns, bridges, full and partial dentures, retainers, (70% reimbursement to a maximum of $1000 per calendar year per person);
  • Family orthodontic services applicable to specific employee groups (available to employees and their spouses and dependent children between the ages of 6 and 18 at the time of treatment) (50% reimbursement to a maximum lifetime benefit per insured person of $3000)
  • Employee must apply within 30 days of commencement of employment or will be considered late entrant in which case the benefit will be restricted to basic treatment only to a maximum of $50 per late entrant during the first year or 12 months after the effective date of coverage
  • 50% of the costs of premiums are paid by the university and 50% by the employee
  • Employees of Grantholders are eligible to participate subject to the Grantholder’s approval.
  • Learn More…

Critical Illness

  • Available for eligible employees who are full-time faculty and staff members, their eligible spouse and dependents
  • Coverage amount without requiring proof of insurability is $50,000 ($25,000 for dependents), when enrolment is done within 31 days of eligibility or after a life event
  • Eligible employees and their spouse may purchase coverage in units of $10,000, up to a maximum amount of $150,000. Proof of insurability is not required for amounts of $50,000 or less when enrolment is done within 31 days following eligibility or after a life event. In terms of dependents, the maximum amount of coverage is $25,000 and proof of insurability is not required. For a dependent to be deemed eligible, the employee must have enrolled as well
  • Learn more….

Updated August 2018

Other/Non-Sick Leaves

Family Emergency Leave

Employees, who experience medical emergencies in their immediate family, may receive, with the approval of their supervisor, up to three (3) days per year (July 1 – June 30) of family emergency leave, with full pay and benefits. Immediate family is defined as the Employee’s spouse or child. Requests for additional leave, or leave for persons outside of the immediate family, without pay, will not be unreasonably denied.

Family Illness Leave

Staff are entitled to three (3) days per year with full pay and benefits (July 1 – June 30) in the event a child, spouse or parent becomes ill and requires the staff member be absent from work. This can include staying home with a dependent or attending medical appointments. Family illness days cannot be carried over; if the allotted days are not used they will expire at June 30 of each year.

Bereavement Leave

Employees, who experience the death of a family member (defined as the employee’s spouse, son, daughter, spouse’s children, ward, mother, father, sister, brother, mother-in-law, father-in-law, son-in-law, daugther-in-law, aunt, uncle, nephew, niece, sister-in-law, brother-in-law, grandmother and grandfather) are entitled to receive, up to three (3) days per instance of bereavement leave with full pay and benefits. Requests for additional leave or leave for persons outside of those defined above, without pay, will not be unreasonably denied.

Compassionate Care Leave

Employees shall be granted compassionate care leave in accordance with the provisions laid out in Nova Scotia legislation. https://www.canada.ca/en/services/benefits/ei/ei-compassionate.html

Jury Duty Leave

Employees required to serve on jury duty and/or appear as a summonsed witness shall not lose any pay as a result of carrying out these duties. The Employer agrees to reimburse the employee for the difference between any payment received and the employee’s normal salary.

NOTE: all leaves must be approved by the Manager and/or Director and a notice sent to the Human Resources & Compenstion Officer.

Updated August 2018.

Regular, Full-Time Employees

A Full-Time employee is one who works not less than the normal hours per week in an established position and on a continuous basis, or in the case of a faculty member, one who holds a full-time appointment.

Insured Benefits Program

Mandatory Plans

Voluntary Plans

Public Service Superannuation Plan (PSSP)

General Policies

General Information

Occupational Health & Safety

Forms

Contract Employees

A Contract Employee is an employee who holds a regular full-time, or a regular part-time position for a specific period of time. The duration of employment is usually for a period of not less than one but not more than twelve months. Contracts may provide the option for extension or renewal, but the employee’s status and eligibility for group medical and insurance benefits at initial employment is determined by the original contract period.

Insured Benefits Program

Mandatory Plans

Voluntary Plans

General Policies

Occupational Health & Safety

Forms:

Vacation Policy (for Staff Members)

This policy applies to all staff members including King’s Managerial and Administrative staff and
Facilities Management.

Vacation Entitlement

Staff with less than (1) year of service as of June 30th will be granted paid vacation at the rate of 1.25
days for each completed month of service as of that date.
Staff with one (1) or more years of service as of June 30th will be granted paid vacation in accordance
with the following schedule:

Service                                                                                    Vacation
One (1) year but less than five (5) years                   Three (3) weeks
Five (5) years but less than ten (10) years               Four (4) weeks
Ten (10) years but less than twenty (20) years     Five (5) weeks
Twenty (20) years or more                                            Six (6) weeks

Vacation Year and Proration

For purposes of vacation accrual calculations and vacation scheduling, the annual vacation leave
period at King’s shall be over a twelve (12) month period from July 1st to June 30th. Vacation
entitlement each year is subject to the number of months worked (earned) and is calculated based on
the number of months of completed employment as of June 30th. If less than one full year of service
has been completed by June 30th, entitlement is prorated in accordance with the vacation year. For
example, if a staff member’s employment started on March 1st and they are entitled to three (3) weeks
or 15 days of vacation annually, they would have earned five (5) days of vacation by June 30th of that
year:

4 months (March to June) / 12 months x 15 days = 5 days
The staff member is entitled to 5 vacation days to June 30th

Annual vacation time accrues from July 1st which is the start of the annual vacation year cycle. Staff
begin earning vacation days from their date of hire.

Staff are encouraged to utilize their earned vacation time throughout the year; however, a maximum
of five (5) vacation days are permitted to be carried forward to be used in the following vacation year.
In certain exceptional circumstances, staff may carry forward more than five (5) vacation days with
the written approval of their manager. An example might include a staff member who has been
requested by their manager to defer annual vacation beyond the end of the vacation year due to
operational requirements.

For the purpose of earning vacation entitlement, any absence from work with pay shall be deemed to
be time worked with the exception of long-term disability; adoption, maternity, and parental leave;
and other unpaid leaves as approved.

Vacation Leave Requests

The minimum amount of vacation leave time that staff members are permitted to request is half (½)
a working day (not hours). Staff are asked to not submit vacation leave requests to Human Resources
for less than half a day or three and one half (3½) hours on any given day. Requests of this kind should
be tracked and managed internally by each department administrator. It is the responsibility of
managers to have discussions with their respective staff to plan and schedule their hours appropriately.
Discussions should be centred around how that time will be made up, or if the staff member has
banked overtime hours that can be applied against it.

Vacation leaves shall be taken within the specified period at a time authorized by the manager, with
due consideration for the efficient operation of the department or program and the personal wishes
and seniority of other staff members.

Vacation leave forms must be completed and signed (by both staff and managers) before being
submitted to the Human Resources & Compensation Officer in the Human Resources Office prior
to the start of the vacation leave. For vacation leave requests of one (1) week or longer in duration,
forms should be submitted one (1) month in advance of the desired leave time. Typically, vacation
leaves exceeding four (4) weeks at a time are not feasible unless under exceptional circumstances. Staff
and managers should consider King’s small size, continuity of operations, and consistent service
excellence when planning vacations. Staff members are encouraged to provide as much notice as
possible when planning vacation leaves. Other factors to consider include:

  • If the staff member has a critical role to play in planning special events or has reporting
    deadlines at certain times of the year.
  • If other members of the staff member’s team have already requested time off at the same time.

Staff members should refrain from making travel arrangements (i.e., booking flights, hotels, etc.)
without first receiving approval of their vacation leave from their manager.

Staff on short-term contracts are paid 4% vacation pay in lieu of paid vacation time off.

Any planned vacation that an employee takes will not be cancelled in the event of an unanticipated
university closure.

Illness During Vacation Leave

Where a staff member suffers an illness, major injury, or is hospitalized and the period of illness is
more than three (3) days, all or a portion of this period shall be considered as sick leave and the number
of vacation days which have been displaced may be taken at a later time in the same vacation year.
The staff member must notify their manager at the time such illness commences and must submit
medical verification to the satisfaction of the Employer to qualify for sick leave in these circumstances.

Vacation Entitlement Upon Termination, Resignation and During Probationary Period

Staff members that have accumulated unused vacation leave time who leave the university because of
termination or resignation, shall have any vacation they have accumulated paid out in full in their final
payroll deposit.

Likewise, staff members who have taken more vacation time than they have accumulated, and whose
employment ends for any reason, shall have an equivalent amount of pay deducted from their final
payroll deposit. Managers are encouraged not to approve vacation leaves for staff exceeding the
amount of vacation days earned or “accrued”. An example is a staff member who was hired on July
1st and is serving a six (6) month probationary period. The staff member is entitled to three (3) weeks
or fifteen (15) working days annually. The staff member requested six (6) days of vacation leave in
early September. By this time, they would have only worked at King’s for two (2) months and only
earned two and a half (2½) days of vacation leave:

2 months (July and August) / 12 months x 15 days = 2.5 days
Staff member is entitled to 2.5 vacation days to August 31st

The request for six (6) days of vacation leave should be denied by the manager. If the manager
approves the time requested and the staff member resigns or is terminated before they earn six (6)
days of vacation leave, the funds will need to be recouped from their final payroll deposit.

Contact While on Vacation Leave

Staff members who are on leave, regardless of duration, are expected to activate an automatic reply
on their King’s email accounts indicating they are out of the office. An out of office message should
also be placed on King’s landlines. The message should indicate the duration of the leave and who
may be contacted for urgent matters or otherwise during their absence. Staff members should discuss
with their managers who the most appropriate contact would be for this purpose. The designated staff
member must be made aware. In case of an emergency, staff members should provide their managers
with a telephone number that they can be reached on.

Updated September 2023