Training and Education Committee - Meeting Minutes, September 11, 2017

c. Prioritize the Identified Steps 

Of the identified steps, the Committee prioritized the order in which they should be addressed.

Selection Criteria and Approval Process  

The selection criteria and approval process was amended by the Committee. It was categorized by regional level 1, regional advanced (level 2 and 3), and national (all levels). The language was amended and bulleted statements were added to reflect the steward levels for training[1]. 

Self-identification

The Education team offered to create the cards in time for the steward councils.[2] Stewards are asked to assess which level they identify with the most. The steward will be given an opportunity to express their “goal level” and how they hope to meet their objective. With time, these self-identifiers will be supported with a rationale of why/how they qualify for the specified level or a level promotion. The Committee agrees that stewards should support their assertion by providing concrete examples. These findings will be gathered by the Education Section and shared with the Committee when possible.

A similar questionnaire will be integrated into the steward renewal process (2018); it will ask the steward to reassess their progress and set new goals. Further, Stewards will elaborate on their type of involvement with the organization.

Action Items:

• By Sept. 13^th, Education team to create Self-ID cards and distribute to the regions (English and French)
• Education Section to gather data from self-Identification cards from all steward councils and present findings to TEC when possible.

3. Steward Renewal Form (one aspect of the Steward Policy)

The online renewal form was reviewed and updated by the Committee to reflect the steward levels and their respective descriptions.[3] K. Laing expressed the importance of modernizing the renewal form via digitization. The advantages of an online only form are as follows: it increases efficiency (creates less work for staff), streamlines the delivery, ensures that valuable information is captured and that the data recorded is used to improve services and track progress. The data could be introduced into a system and used to measure steward training trends, progress, growth, type of involvement, etc. There were discussions regarding the turnaround time for informatics to rollout an online form with the Committee’s amendments. The application of the amendments and introduction of an online-only form will be reviewed in 2018.

Action Items:

• A. Joyal  to recreate form for the next meeting (English and French)

4. Role of the Steward

The Committee postponed this task until after the steward council presentations - all were in favour.

5. Policies: Steward and Training

The Committee postponed this task until after the steward council presentations - all were in favour.

6. Content

Although training content and course development was to be explored last in the rollout, it was discussed in length during the meeting along with its relationship to the education survey.

R. Tellier addressed the committee on this matter. He wished to know when the content component would be addressed during the reform. The Committee agreed with the importance of identifying the specific training needs of the membership and the organization, i.e. themes and topics. However, before delving into content, K. Skanes highlighted the importance of establishing a clear framework and action plan first. Once these are established, the Committee can address training specifics.

R. Tellier wanted to know which mechanisms were used to establish training needs. In terms of canvassing this information, the Committee has taken steps to ascertain the membership’s training needs. K.Skanes acquired information on the training needs when she met with the separate employers and the advisory council. I.Saula did the same via the education survey, which provided valuable information on the training needs of stewards and members. The survey results show that content on “Psychologically Healthy Workplaces” and “Pensions” received the most interest. In turn, the Education Section helped develop lunch and learns on pensions and they plan to develop an online course on psychologically health workplaces.[4]

In response to the Committee’s questions regarding external training programs, I. Saula agreed that existing content through affiliates (FTQ, JLP, etc.) can be utilized in training if vetted by the appropriate party. Duplication of work and resources for training materials are not in the best interest of the members; however, the appropriateness of the information for PIPSC members needs to be established prior to referring trainees to external providers.

The Ontario region, Y. Snaddon explains, is recognizing the need for content on membership engagement for RANDS and new members. Although there’s an understanding that the new model and its components guide training efforts, the Ontario Training Committee hopes to address this training need for their members.  

6.1 Content and the Education Survey

The discussion redirected its focus from content to the education survey. For the purposes of clarity, this item will be expanded on separately as its own item. I.Saula reiterated that the sample used for the survey was representative of the membership (via random sampling) and provided insight on trends/needs by group and various demographics within them (region, sex, age, etc.). The data captured in the survey outline the training needs and the order in which content should be developed.

In terms of the survey’s function, I.Saula noted that the education survey should be provided periodically in order for it to be utilized as an assessment tool. The training needs are likely to change over time. Therefore, it is advantageous to seek feedback periodically on the needs met, effectiveness of training and opportunities for improvement.

d) Steward Council Presentation

In collaboration with the Education Section, K. Skanes developed the presentation on the new model for steward councils. The Committee reviewed the slides and the facilitator notes. During this exercise, amendments were incorporated into the presentations (English and French). 

Regional training chairs were responsible for requesting an hour for the presentation and the Q&A.

Action item:

• Once the presentation is updated, the materials (including the self-identifications cards) were to be communicated the Committee by the Staff Resource.

e) National Training 

In the past, National Training was available to stewards on certain topics. The Committee members recalled that in the former system, there were complaints of favoritism in the selection of stewards for national training. K.Skanes reminded the Committee that the updated National selection criteria for training will prevent favoritism (appendix A). Participants for the National Training will be recommended by the directors, reviewed by the Training Chairs and decided by the National Training and Education Committee.

In the new model, I.Saula explains, National Training not only provides training in phases but it’s also an opportunity to provide training to those who cannot attend regional training or for the regions without the numbers to justify an entire training session.

The Committee briefly discussed the issue of cost for national training. K. Skanes advised that this financial matter will be addressed in time. It should be noted that when comparing Regional and National budgets for training, national courses will vastly differ from Regional ones.

f) Round Table

The Committee made special mention of the Staff’s effort and contribution during the meetings and when fulfilling related tasks from their section.

g) Next Meeting Date

An invitation survey, Doodle, will be sent by the staff resource as soon as possible.  

Adjournment: meeting was adjourned at 5:05 p.m.  

Appendix A

PIPSC Steward Training Selection Criteria and Approval Process

Level I – Regional Basic Steward Training and Selection and Approval Process:

• Regional Office Administrator prepares a list of eligible applicants and forwards it to the Regional Training Committee Chairperson for review and approval.
• An eligible applicant is one that has completed the online prerequisite, “Introduction to PIPSC and the Labour Movement”.
• If there are more than 20 applicants then priority will be given to distribution between departments, groups and geographical locations.
• If there are less than 20 applicants then Stewards eligible for a refresher may be invited to apply and a business case may be required.
• Stewards requesting a refresher course, who have met the five (5) year waiting period, may be placed on a waiting list as priority goes to new applicants.
• Stewards who have taken basic training within the last five (5) years will not be eligible.
• A limited number of seats may be offered for refreshers (for example limited to 5)
• There should normally be at least twelve (12) new stewards registered for the course to proceed.
• A steward is normally limited to redoing the course twice (2) unless there is major content change.
• A final list may be determined in consultation with the regional professional staff (EROs).
• Regional Office Administrator notifies the eligible candidates that their application has been approved and provides ‘Confirmation of Registration’ as well as travel information and any administrative details.
• Regional Office Administrator sends an email to any candidates who were not selected to advise them that their names will be recorded on a waiting list and their applications may be approved should space become available.
• As cancellations occur, the vacant spaces are filled from the waiting list. The minimum period for replacements is normally two weeks prior to the course, after which time no more changes are made for administrative reasons.

Level II and III - Regional Advanced Labour School Screening and Approval Process:

• Regional Office Administrator prepares a list of eligible applicants and forwards it to the Regional Training Committee Chairperson for review.
• Priority is given to distribution between departments, groups and geographical locations.
• Stewards requesting to repeat a course, who have met the five (5) year waiting period, may be placed on a waiting list as priority goes to new applicants.
• Stewards shall normally only repeat a course twice unless there is a major content change (or three times, depending on focus area/ come courses require more reviews)
• Training courses offered will be based on the specific role of the steward.
• A final list may be determined in consultation with the regional professional staff (EROs).
• Regional Office Administrator notifies the eligible candidates that their application has been approved and provides ‘Confirmation of Registration’ as well as travel information and any administrative details.
• Regional Office Administrator sends an email to any candidates who were not selected to advise them that their names will be recorded on a waiting list and their applications may be approved should space become available.
• As cancellations occur, the vacant spaces are filled from the waiting list. The minimum period for replacements is normally two weeks prior to the course, after which time no more changes are made for administrative reasons.

All Levels - National Training Screening and Approval Process:

• Each region will compile a list of applicants for review by the national committee (TEC).
• Priority is given to distribution between departments, groups and geographical locations.
• With group specific training it will be the national group executive who will provide recommendations for the participants.
• If training applies to consultation specific, the consultation team president will make recommendations.
• Stewards requesting to repeat a course, who have met the five (5) year waiting period, may be placed on a waiting list as priority goes to new applicants.
• An eligible applicant will be selected based on their identified role of the steward.
• To be eligible applicants must identify if (or how) they meet their current role or the identified aspiration of the role.
• Keeping in mind taking advanced training requires new roles.
• If there are prerequisite courses they must be completed in advance (3 months).
• Experience in the subject matter in the workplace must be illustrated.
• Workplace requirements should be considered, such as consultation and OSH.   
• A final list may be determined in consultation with the Training and Education Committee.
• Regional Office Administrator notifies the eligible candidates that their application has been approved and provides ‘Confirmation of Registration’ as well as travel information and any administrative details.
• Regional Office Administrator sends an email to any candidates who were not selected to advise them that their names will be recorded on a waiting list and their applications may be approved should space become available.
• As cancellations occur, the vacant spaces are filled from the waiting list. The minimum period for replacements is normally two weeks prior to the course, after which time no more changes are made for administrative reasons.

Appendix B

Please read each of the descriptions and indicate the description that best describes your current experience level and the type of steward you aspire to be. Remaining active at your current level of stewardship is an option as well.

Steward Level 1: At this level, stewards are expected to distribute materials to members, meet with new members, assist members in becoming acquainted with the union, have a working knowledge of PIPSC’s webpage and availability of information on the website, be able to answer questions on the structure of PIPSC, have a basic understanding of the negotiations process, and be able to interpret the collective agreement. At this level, stewards would be expected to take modules offered in the Core Skills area of specialization, and from there determine their determined area of specialization.

Steward Level 2: At the next level, in addition to performing duties of an information steward, one will be able to represent members in an informal dispute resolution process, file a grievance, sit on a workplace committee(s) as a union representative, take part in lobbying efforts of the union, and may sit on a consultation team, regionally or locally.

Steward Level 3: At the final level, stewards perform activities of the previous two levels, and at this point, should be able to represent members in a discipline, harassment, or duty to accommodate issues, in addition to grievances, mentor other stewards, assist in training, either formally or informally, may sit on a national consultation team, and may volunteer on Committees of the Board.

THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA

STEWARD SELF-IDENTIFICATION CARD: LEVELS

Name:              
Membership ID: #
Group:                   
Dept.:
Email:

Based on the descriptions provided above for each level, which level do currently identify with?  Current Level :

Moving forward, which level do you aspire to reach with the Institute? Goal Level:

If you aspire to escalate levels, please list the accompanying activities you would be most confident performing:

Alternatively, if you’d like to remain active at your current level, checkmark box:

“I am under 40 years of age” :            (if the statement is true, checkmark the box)

Thank you for taking the time to complete this questionnaire. The information is for internal purposes only, and will help the Institute meet training needs of our stewards.

PLEASE RETURN CARD TO DESIGNATED AREA.

Appendix C

Self-Identification: Steward Levels

Steward Level 1: At this level, stewards are expected to distribute materials to members, meet with new members, assist members in becoming acquainted with the union, have a working knowledge of PIPSC’s webpage and availability of information on the website, be able to answer questions on the structure of PIPSC, have a basic understanding of the negotiations process, and be able to interpret the collective agreement. At this level, stewards would be expected to take modules offered in the Core Skills area of specialization, and from there determine their determined area of specialization.

Steward Level 2: At the next level, in addition to performing duties of an information steward, one will be able to represent members in an informal dispute resolution process, file a grievance, sit on a workplace committee(s) as a union representative, take part in lobbying efforts of the union, and may sit on a consultation team, regionally or locally.

Steward Level 3: At the final level, stewards perform activities of the previous two levels, and at this point, should be able to represent members in a discipline, harassment, or duty to accommodate issues, in addition to grievances, mentor other stewards, assist in training, either formally or informally, may sit on a national consultation team, and may volunteer on Committees of the Board.

Current level: Based on the descriptions provided, which level are you currently in? 

Level 1

Level 2

Level 3

Goal level: Which level do you wish to pursue?  

Level 1

Level 2

Level 3

I wish to stay in my current level: 

Rationale: If you wish to escalate levels, please elaborate on how you plan to reach your goal,   

With the option for themed training, I wish to specialize in the following field/s:

Representation

Communication / Information

Human Rights

OSH  

Other, please specify

Consultation (UMC or LMC): 

• Local
• Regional
• National
• Conflict Resolution

Since my appointment, last renewal, I have attended the following meetings:

• Steward Council
• Regional Council
• Region/Branch
• Group/Subgroup

Are you currently in conflict with your employer (grievance, harassment, tension, and/or difficult communications)?  Please describe the nature of the conflict:

Have you contacted your regional office in your last term?

If so, why? Please elaborate on the nature of your communications.

Member Engagement: Please checkmark all the activities were involved in during your last term (if any):

• Bulletin updates
• Lunch and Learns
  • Participated  
  • Facilitated
• Attended rallies
• Attended Information Session
• Other :