The Professional Institute of the Public Service of Canada
The Professional Institute of the Public Service of Canada
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Terms of Reference

Terms of Reference

PIPSC Department of National Defence National Consultation Team

Preamble

These terms of reference define the composition and responsibilities of the PIPSC National Consultation Team for the Department of National Defence (“the Team”). They are intended to clarify the internal functioning of the Team within the framework of the PIPSC Policy on Union-Management Relations and Consultation Guidelines.

1. PIPSC Consultation Structure within DND

The PIPSC Consultation Structure in DND is composed of four (4) structural components:
a) PIPSC Stewards in DND,
b) PIPSC DND Consultation Community,
c) PIPSC DND National Consultation Team, and
d) PIPSC DND National Consultation Team Executive.

2. Composition

2.1 The PIPSC DND National Consultation Team may be composed of:

2.1.1 Regional Representatives.  Regional reps and alternates are responsible for representing all occupational groups in their regions.

2.1.2 Representatives from specific PIPSC DND member/knowledge communities (sectors), e.g. CFHS, DRDC, RCN, CA, RCAF etc.
2.1.3 Representatives from National Consultation Projects, e.g. IM Transformation, Shared Services initiative, etc. The Consultation Steward representing PIPSC membership on such National Ad-hoc Committees may have a position on the PIPSC DND National Consultation Team. The representative will have a seat on the Team for the duration of the ad-hoc committee.

2.1.4 PIPSC DND Consultation Community
In accordance with PIPSC Policy on Union-Management Relations, all consultation with the employer is to be conducted with PIPSC Stewards. All of the PIPSC Stewards involved in consultation, whether formal or informal, make up the PIPSC Consultation Community within DND.

2.1.5 Team members will be selected according to Annex A

3. PIPSC DND National Consultation Team

 

The PIPSC DND National Consultation Team is composed of the following positions:
 

  • President
  • National Vice-President
  • National Vice-President
  • Vice President Atlantic
  • Vice President BC/Yukon
  • Vice President Prairies
  • Vice President Ontario
  • Vice President NCR
  • Vice President Quebec
  • Vice President Canadian Forces Health Services
  • Vice President Defence Research and Development
  • Vice President Engineering
  • Vice President Air Force
  • Vice President Royal Canadian Navy
  • Vice President ADM\IM

3.1 ALTERNATE POSITIONS

The Team may define alternate positions as necessary. The NCT may endorse the addition of any alternates to the team. NCT members may designate alternates as required. The NCT President reserves the right to appoint alternates.

3.2 OTHER POSITIONS

The Team may define other positions as necessary. The NCT may endorse the addition of any new positions to the team. The NCT President reserves the right to appoint other positions.

4. PIPSC DND NATIONAL CONSULTATION TEAM EXECUTIVE

The PIPSC DND NCT Executive consists of the NCT President and 2 National Vice Presidents. The Executive will coordinate the administration of the activities of the Team.

5. RESPONSIBILITIES, FUNCTIONS AND ROLES

All members of the Consultation Team are responsible for representing the Institute with the employer, and for representing and conveying the Institute’s objectives and decisions to members and the employer, as defined by the PIPSC Policy on Union-Management Relations.

5.1 PRESIDENT

The Consultation Team President is the primary contact for PIPSC with the department’s deputy minister and its senior management level (Assistant Deputy Ministers).The role of the President is as defined by the PIPSC policy on consultation.

5.2 VICE-PRESIDENTS

The National Vice-Presidents assist and represent the President as required.

5.4 REGIONAL/SECTORAL REPRESENTATIVES

The Regional/Sectoral Representatives will:

  • Lead regional/sectoral consultation teams
  • Ensure representation at local and regional/sectoral UMCCs
  • Identify and refer issues to the national level consultation team as needed
  • Provide UMCC minutes to the National Executive
  • Ensure the distribution of information to stewards
  • Maintain the accuracy of the information related to the team structure

5.5 ALTERNATIVE REPRESENTATIVES

The responsibilities, functions and roles of an alternate will be identified by the NCT president at the time of the appointment, for the duration of their appointment.

5.6 EMPLOYMENT RELATIONS OFFICER (ERO)

The Employment Relations Officer provides support, assistance and guidance to the NCT as required.

6 ANNUAL NATIONAL CONSULTATION TEAM MEETING

The NCT President will organize the National Consultation Team Meeting to be held annually, in accordance with the Institute’s policy on Union and Management relations.

7 AMENDMENTS TO THE TERMS OF REFERENCE

  • Terms of Reference will be reviewed annually at the NCT meeting.
  • Any proposed amendments must be sent to the National Executive at least 1 month prior to a NCT meeting for translation by PIPSC and must be communicated to team members at least 10 working days in advance of the annual meeting in both official languages.
  • Must be approved by the majority of the members at the NCT meeting

ANNEX A

DND CONSULTATION APPOINTMENT PROCESS

  1. PRESIDENT

The President shall be appointed in accordance with the PIPSC policy on consultation.

  1. VICE-PRESIDENTS, REGIONAL, SECTORAL AND ALTERNATE REPRESENTATIVES
  1. An e-mail of interest is sent to the DND stewards.
  2. In addition, a notice of interest is posted on the PIPSC website on the DND Consultation Page in the news section.
  3. In the e-mail and notice stewards are asked to provide their resume of consultation and union activities to the president of consultation.
  4. A deadline is established for submissions; the common practice is two weeks.
  5. Submissions are reviewed by the NCT President for completeness.
  6. The candidates’ names and resumes are provided to the DND stewards for recommendation.  A deadline of one week is given for recommendations.
  7. After reviewing the recommendations of the DND stewards and the DND Consultation team, a candidate is appointed by the NCT President.
  8. All candidates are informed of the appointment.
  9. A notice is posted on the PIPSC website announcing the appointment of the member.