Policies

Effective May 1, 2010

In the workplace while working with food, all Hospitality Services staff are required to keep fingernails short (no longer than your finger tip), clean and free of nail polish. Artificial nails are not permitted.

This policy pertains to all Hospitality Services employee groups (A, B and C) and is in accordance to the recommendations provided by Steritech, the Middlesex-London Health Unit and CRFA. It is the responsibility of all Hospitality Services staff to adhere to this policy thereby ensuring that we continue to serve our customers the safest food possible.

If you have any questions or concerns, please contact your Unit Manager.

Effective: May 1, 2010

In the workplace, while either preparing or serving food all Hospitality Services staff are required to adhere to the following:

• Rings:
  • Only plain wedding bands (no stones), are acceptable.
• Earrings:
  • Small stud-style (no larger than a dime) are permitted; hoops or dangling earrings are not.
  • Maximum of one earring per ear.
• Chains and necklaces:
  • Are permitted but must be worn under shirts.
• Medical Alert Bracelets:
  • Are acceptable.
• Watches and Facial Piercings:
  • Are not permitted in any unit.

Jewellery is a leading physical hazard in the contamination of food. It is a harborage site for the growth of bacteria which can easily be transferred to, and contaminate, food.

This policy pertains to all Hospitality Services employee groups (A, B and C) and is in accordance to the recommendations provided by Steritech, the Middlesex-London Health Unit and CRFA. It is the responsibility of all Hospitality Services staff to adhere to this policy thereby ensuring that we continue to serve our customers the safest food possible.

If you have any questions or concerns, please contact your Unit Manager.

Effective September 1, 2012

Due to tax law requirements, a new policy is required for the HS Employee Meal Plan. Please review the following pages to ensure you have a full understanding of these changes which will be effective September 1, 2012.

• Employee Meal Policy
• Employee Meal Plan - The Card & The Meal Plan
• Employee Meal Policy - FAQs

Why Changes?

Government regulations stipulate that employee meals are termed as "subsidized" and deemed to be a "taxable benefit" if the charge to the employee is not reasonable. A "reasonable" charge is defined as "one that covers the cost of food, its preparation and service".

Currently, the $1 meal charge per day does not meet the definition described above.

Effective September 1, 2012, Hospitality Services "Employee Meal Policy" will be changed to ensure government regulations on subsidized meals are met.

Please find the new policy attached. If you have any questions or concerns, please contact your Unit Manager.

Thank you for your co-operation.

Frank Miller
Director, Hospitality Services

Effective May 1, 2010

All hair, including bangs, must be restrained while working with food, whether serving or preparing food.

• Long hair (past your shoulders) or Medium length hair (to your shoulders):
  • Hair net and Hospitality Services hat or visor restraining all hair, including bangs is required. Head bands are also an accepted method of restraining bangs.
• Short hair (to your collar or shorter):
  • Hair Net and Hospitality Services baseball hat/visor or a kitchen/chef-type hat is required.

To assist in securing the hair net, as well as to prevent perspiration from contaminating the food you are working with, and project a professional image. All staff are required to wear either a Hospitality Services baseball hat/visor or a kitchen/chef type hat.

• Facial hair must be kept neatly trimmed at all times.

This policy pertains to all Hospitality Services employee groups (A, B and C) and is in accordance to the recommendations provided by Steritech, the Middlesex-London Health Unit and CRFA. It is the responsibility of all Hospitality Services staff to adhere to this policy thereby ensuring that we continue to serve our customers the safest food possible.

If you have any questions or concerns, please contact your Unit Manager.

Non-Slip Shoes

It is mandatory that all Hospitality Services staff wear black, non-slip shoes for work. In an effort to continue to improve work safety for our team, Hospitality Services recommends Shoes for Crews, a company that exclusively features non-slip shoes. They offer a wide selection of styles and sizes for both ladies and men. An alternate option for purchasing non-slip shoes is a local Mark's Work Wearhouse.

Shoes for Crews Ordering is this simple:

1. Pick out the shoes that you want - remember, they must be black! Catalogues are available in all units or you can view the shoe selection online at www.shoesforcrews.com.
2. You can call in your shoe order to the 24/7 order desk. You'll need to provide our account number and unit number to receive the discounted pricing.
   Call: 1 800-772-6672
3. A credit card is required to pay for your purchase.
4. All orders will be delivered to your home address. Orders typically take 3 - 4 business days to arrive.
5. If you are not happy with the fit or style of your purchase, you can simply return it. When you receive your shoes, there will be a return sticker included in your shoe box. Simply send the shoes back and order another size and/or style. Your credit card will be adjusted accordingly.

Shoe Reimbursement Policy

All Hospitality Services staff are entitled to an annual shoe reimbursement towards their non-slip work shoes. CUPE Local 2692 staff will automatically be reimbursed $60 for non-slip shoes ($90 for protective toe shoes) once per year, on or around October 1st.

Staff (scheduled for 24 hours or less per week) are entitled to a $50 shoe allowance per year. All new staff are eligible for their first $50 reimbursement upon the completion of their three month review.

Hospitality Services is excited to announce that we are going electronic in managing time and attendance in our operations. The days of having to remember to write your hours on timesheets are over! We are introducing a swipe card system which will be implemented across campus in stages.

Residence Dining goes "live" with the new program on March 3rd. Rest assured, much planning and testing has been done and we're looking forward to a smooth launch. Campus Eateries' implementation is scheduled for April 28th.

Why the change?

With the introduction of this new electronic Time & Attendance program, the system will track all hours for all of our employees. It will be able to generate reports and automatically calculate when an employee has earned enough hours to:

• Be added to the CUPE seniority list.
• Move up a level in the salary range.
• Track accumulated (AC) hours earned and accumulated hours used.
• Track vacation time.
• Report on sick time.

Basically, it will be able to do any function which requires the tracking of hours.

And, of course, it is time for us to get into the 21st century and retire some of our antiquated systems! This swipe card system is an integral part of the new QS2 System, the administrative software program that Hospitality Services is developing.

What to expect:

All Hospitality Services staff will receive a MICROS time card which will be used to clock in and out. This is a different card from your Western ONECard (your staff ID card). In most locations, the clocking in and out process will occur at the MICROS POS system (the cash registers). A Clock In/Out button has already been set up on each register, located on the front "sign-in screen". The cashier does not need to be present for another employee to sign in; however, if the cashier is present, they will need to quickly sign off to enable another staff member to clock in/out.

How it will work:

• All Hospitality Services staff will clock in and out through the MICROS POS (cash register) with their MICROS swipe card. In the majority of situations, this should not be disruptive or interfere with customer service.
• Staff will be required to clock in at the beginning of their shift and clock out at the end of the shift; no clocking in/out is required for breaks or lunch.
• In locations where the MICROS POS it is not a feasible option (ie Great Hall Catering kitchen; T.D. Stadium), alternative locations and devices will be implemented.
• Each uniquely numbered card is associated with a specific employee.
• The data from the MICROS is sent to our new QS2 System producing "Employee Time Records". This occurs overnight, every night.
• The following day, Supervisors and/or Unit Managers will review the Employee Time Records, checking for required adjustments (ie accounting for doctor's appointments, sick time, vacation taken, accumulated time accrued or accumulated time taken, meeting times, floating holidays taken, etc.) Basically, hours that need to be accounted for and tracked, but for which an employee could not clock in/out.
• New cards can be issued quickly for new hires, or to replace lost or damaged cards. At this point, there will be NO CHARGE for replacement cards (except in the case where there is a recurring pattern of loss or abuse of the card by an employee).
• The system will automatically account for lunch breaks, shift premiums, overtime hours, stat holiday pay, University designated holidays, vacation entitlement at the appropriate rate (ie. 10%, 8%, 6%. 4%) as well as determine those who accrue vacation and those who have it paid out each week. Again, this is all through the Employee Time Records, which are generated by the clocking in and out process.
• Each unit will also implement a communication tool (i.e. notebook or bulletin board - may vary by unit) enabling staff to communicate problems or concerns to the supervisor at times when the supervisor may not be available.

Time and Attendance Program - F.A.Q.s