Processes & Procedures

All Team Members are asked to follow the below processes & procedures:

• • Work Location: Team members mostly work remotely from the location of their choosing. Team members will also be in frequent communication with their Team Manager/Supervisor and other team members through virtual meetings and online instant messaging.

  • Meetings: Team members meet regularly with their team. Each team meets on a weekly or biweekly basis, mostly remotely through online virtual calls. Once social distancing guidelines are lowered, this will be supplemented by monthly on-site workshops and all-team meetings/socials every few months in person.

  • Communication: Slack and Google Meet are used for instant messaging and virtual calls. As a collaborative environment, other team members are often readily available to provide support and answer any of your questions that come up.

  • Equipment: Team members are expected to use their own electronic devices, such as phones and laptops. Software licenses will be provided on an as-needed basis.

  • Hours: Team members are asked to track their hours. Volunteers are to submit an estimate of volunteer hours using this form at the end of each month for volunteer recognition and grant application purposes.

  • Mentorship: Your Director, Team Managers, and peers will provide training to assist with ramp-up. If you would like guidance related to professional and career-development goals, we would be more than happy to support you.

  • Photo Privacy: We like to take team photos, which are often used for AssistList marketing and promotions. If you wish to not be photographed on site, please let us know.

  • External communication: If you have the opportunity to represent AssistList in person (eg. at community events) or via digital channels (eg. social media, emails), team members are expected to use good judgement and discretion, and uphold a certain level of professionalism. You will be set up with an @assistlist.ca email address, so be aware that email has the same legal and practical effect as other written communications, so please use the same professionalism in sending external emails as you would when sending a formal letter, written memorandum or other correspondence.

  • Policy on Discrimination and Harassment: AssistList does not tolerate discrimination or harassment, including all forms of actual, attempted or threatened physical harm directed at any person, or any form of sexual harassment.

Additional Guidelines for Canada Summer Jobs

• Hours of Work: Normal hours of operation are 9:30AM to 4:00PM from Monday to Friday, unless previous arrangements have been made.

• Breaks: Employees are provided with a 30-minute unpaid lunch break. Lunch breaks can be extended with approval from a Supervisor.

• Timesheet: Employees are asked to track their hours worked each day. Each employee will receive a link to their specific online timesheet forms, and will be expected to submit their timesheet by the end of each week (midnight, Saturday night) to receive payment at the end of the pay period.

• Pay Days: Employees are paid biweekly, and employees will receive their pay stub by email and wages by Interact e-Transfer one week after the end of the pay period. Please complete an Interact e-Transfer Payment Form to receive the payment.

• Vacation Time: Employees will receive vacation pay of 4% of an employee’s total wages. Employees are entitled to vacation time after one year of employment. Employees will receive statutory holiday pay if they have been employed for 30 calendar days and have worked 15 of the 30 days before a statutory holiday.

• Leave: If an employee is off sick, it is critical that they communicate with their Supervisor as soon as possible, preferably an hour before the start of the workday. Employees must notify their Supervisor every day that they are absent, clearly stating the reason for absence. For timesheet purposes, hours/days for the sick time taken should be deducted, and time can be made up on other days with approval from a Supervisor. If the employee is eligible for sick time, AssistList will cover the payment of wages.

• Supervision: The employee will be supervised by an AssistList Director, who will meet with the employee regularly through online virtual calls and will be readily available through online instant messaging. The Supervisor will observe, evaluate and provide feedback on the employee's performance, and provide guidance related to the professional and career-development goals of the employee.

• Liability Insurance: All AssistList employees are covered through AssistList's general liability policy. WorkSafeBC insurance provides protection for employers and benefits for workers who suffer a work-related injury or illness.

The Canada Summer Jobs program also mandates that you have access to the following documentation:

• The Are You In Danger? brochure provides an important message concerning health and safety

• The Career Tool Factsheet is an easy-to-use, web-based search tool that provides detailed information about the benefits of working in various occupations and helps determine the education and training needed to get a quality job

• The Participant Contact Sheet provides contact information for Service Canada to address questions and concerns about Canada Summer Jobs

For more information about BC Employment Standards, please refer to the Working in BC information sheet.