Top GNWT Menu

0502e - Job Share

Search Human Resource Manual

Contents

Introduction

  1. Human resources are the critical element in the ability of the Government of the Northwest Territories (GNWT) to deliver effective and efficient programs and services.  In addition to hiring an employee for an indeterminate period, Departments or Agencies may also agree to allow two employees to share the hours of a full-time position to meet program and service needs.

top

Application

  1. These guidelines and procedures apply to all employees except those in the Northwest Territories Teachers’ Association (NWTTA) bargaining unit or those employed by the Northwest Territories (NWT) Power Corporation.
     

top

Definitions

  1. Job Share Employment is a voluntary arrangement where two employees share the responsibilities, tasks, and hours of work of one full-time position.  It involves a rotational schedule of work where each employee works for separate periods.
  2. Job Share Employee is an indeterminate Government employee who has entered into a voluntary agreement with the Government.  Two employees share one full-time indeterminate job. There are two types of job share employees: job share employee extended and job share employee part-time.
  3. Job Share Employee Extended is an indeterminate or term employee who has entered into a voluntary arrangement where two employees share the responsibilities, tasks and hours of work of one full-time position.  It involves a rotational schedule of work where each employee works for separate extended periods of time of six weeks or more.  Such employees shall be treated for the purpose of receipt of benefits as seasonal employees.
  4. Job Share Employee Part-time is an indeterminate employee who has entered into a voluntary arrangement where two employees share the responsibilities, tasks and hours of work of one full-time position. It involves a rotational schedule of work where each employee works in any form of rotation of up to two weeks on and two weeks off. Such employees shall be treated for the purpose of receipt of benefits as part-time employees.

top

Guidelines

  1. Job sharing must involve no increase in cost to the Government and cannot result in a loss in productivity.
  2. Job sharing is done on a rotational basis under which one employee covers the position at all times except when one or both employees are on approved leave.
  3. The Employer does not unilaterally change the established rotation.  The rotation may be changed by mutual consent in order to cover the absence of one of the employees.
  4. The Employer will pay the employees on a bi-weekly basis for the hours worked at the pay step appropriate to each employee’s circumstance for the pay grade of the position.
  5. Pay Increments are applied on completion of 1950 hours or 2080 hours, depending on the normal weekly hours of work for their classification group, excluding overtime.
  6. Job share employees are entitled to the northern allowance approved for the community in which they are employed.  The amount is pro-rated to an hourly rate, up to a maximum of the normal weekly hours of work for their classification group.
  7. Job share employees are entitled to the annual special allowance defined in the collective agreement.  The benefit is for each Job Share Employee according to the period of Job Sharing Employment.  The benefit is pro-rated in accordance with the hours worked including authorized leave.
  8. A job share employee who wishes to terminate the job share must resign and give at least one months’ notice of the resignation.
  9. If only one of the employees wishes to terminate the job share arrangement, there will be a one-month period in which to find a replacement before the arrangement is terminated.  During this period the Employer shall make reasonable efforts to fill the vacant rotation.  The Employer will consider any suitable replacement employees suggested by the remaining employee.  Failing this, the job share arrangement is deemed to be terminated and the shared position must revert to a full-time indeterminate position, with the remaining employee having the option to assume that position full-time.
  10. The breaks between each period of job share service shall not interrupt the accumulation of continuous employment/continuous service with the Government of the Northwest Territories, but will not be included in the calculation of continuous employment/continuous service.

Job Share – Part Time

  1. Part-time job sharing involves a rotational schedule of work where each employee works in any form of rotation of up to two weeks on and two weeks off. Each job share employee part-time has a rotation of no longer than two weeks. The employees agree on the rotation.  One job share employee part-time covers the position at all times.  
  2. A job share employee part-time is considered a part-time employee for the purpose of administering benefits
  3.  A job share employee part-time is entitled to earn annual leave according to hours worked.
  4. The provisions for part-time employees apply to each of the job share employees so that all benefits are pro-rated except medical travel assistance, dental and other medical insurance plans.  These benefits are not prorated and the Employer will continue to pay the full employer’s share.

Job Share – Extended

  1. Each job share employee extended has a rotation of three to six months. The employees agree on the rotation.  One job share employee extended covers the position at all times.  The rotation must be scheduled to allow for adequate change over.  The change over is for no greater than one week.  The rotation is not imposed or changed by the Employer.
  2. A job share employee extended is considered a seasonal employee for the purpose of administering benefits.
  3. Instead of annual leave, a job share employee extended is entitled to vacation pay at a percentage of earnings every pay period.  The applicable percentage is dependent on continuous service and previous completed years of service as follows:
  • 0-2 years – 6%
  • 2-15 years – 8%
  • 15-20 years – 10%
  • 20+ years – 12%
  1. If a job share employee extended is unable to report for a rotation, for whatever reason, the other job share employee extended must cover for a maximum of one month.  The Employer finds a replacement for the remainder of the rotation. A job share employee extended who misses a second consecutive rotation is deemed to have ended participation in the job share agreement.

Job Share – Employees Working in Hospitals or Health Care Facilities

  1. Job share employees working in hospitals or health care facilities are entitled to removal benefits on initial hire and when resigning, unless they receive travel assistance to return to the point of hire and back to the community of employment after each rotation.  Transportation costs include meals and interim lodging en route, plus the cost for shipment of 500 pounds of luggage for the job share employee and each dependant.
  2. For the purpose of this clause only, a rotation is considered to be the move to the place of employment and the move from the place of employment before and after each period of job share service.
  3. Job share employees are entitled to special clinical preparation as defined in the collective agreement.

top

Procedures

  1. The two employees requesting a job share provide a written request outlining the proposed hours of work and explaining how programs and services will be maintained at equivalent or improved levels.
  2. The supervisor reviews the proposed job share schedule and, if it is acceptable and complies with operational requirements, recommends acceptance of the job share arrangement to the Deputy Head.
  3. The Deputy Head approves or rejects the job share arrangement and notifies the employees.
  4. The supervisor informs the Department of Finance four weeks in advance of the commencement of the job share to avoid confusion or interruption when processing pay and leave benefits.
  5. The Department of Finance completes the job-share agreement for signature by the employees and Deputy Head.
  6. The supervisor maintains records on the approved job share schedule.  These records show the name, position number, and title of each employee and the approved schedule of hours of work.
  7. The supervisor reviews these records annually to ensure that operational requirements are being met and to assess the effectiveness of the job share.

top

Authorities and Referencesschedule

UNW Collective Agreement

Excluded Employees' Handbook 

top