Staff employment policies

University policies and guidelines establish important rights, responsibilities, and processes affecting staff employment. The UWSA works with the University, primarily through the Staff Relations Committee (SRC), to develop and review policies and advocate for improvements that reflect staff needs.

Key employment policies

Staff terms and conditions of employment are covered in University policies. We recommend being familiar with these key policies:

General terms of employment

Vacation, leaves, and overtime

Benefits

Guidelines vs policies

The University Secretariat describes guidelines as "a best practice or a guide, that may be standalone or may be used in the application/interpretation/implementation of a Policy or Procedure in a specific circumstance." Unlike with policies, the UWSA does not have any formal involvement in developing or approving guidelines, but our Memorandum of Agreement does call for consultation.

The policy development process

University policies are created, updated, and approved through a process set out in Policy 1 – Initiation and Review of University Policies. Policies are supposed to be reviewed at least every five years, but many are overdue for review.

For policies that affect staff working conditions (class 'S' policies), the process typically includes three stages:

  1. Initiation – The Staff Relations Committee (SRC) identifies a need for a new policy or a review of an existing policy.
  2. Development – The SRC can draft or edit the policy directly, or strike a drafting committee.
  3. Approval – Policy changes require majority support from both the UWSA and University representatives on SRC. Once this support is established, SRC recommends the policy for final approval by the University president and/or Board of Governors.

Policies that affect both faculty and staff working conditions (class 'FS' policies) are reviewed jointly by the SRC and the Faculty Relations Committee (FRC).

The University Secretariat's Policy Resources page provides more information about the policy process and tracks policies that are being developed or updated.

Current policy work

Several important policy and guideline updates are underway, including changes related to the 2026 Memorandum of Agreement (MoA) and compensation settlement. Below you'll find updates on key policy work, current priorities, and other issues we're monitoring.

We'll update this page as policy work progresses. If you have questions about a policy or how it applies to your employment, please contact the UWSA.

The UWSA's role

The UWSA continues to advocate for:

  • clear priorities for policy review
  • realistic timelines
  • meaningful staff consultation
  • regular updates and communication

Policy development updates

Policy 5 – Salary Administration, University Support Staff (S)

Updates are needed to align Policy 5 with the renewed 2026 Memorandum of Agreement and the 2026–28 compensation settlement, including the dissolution of PACSC and changes to salary increase procedures. Updates to this policy are high priority for SRC ahead of 2027 salary increases. The UWSA is committed to ensuring the policy supports fair, transparent, and consistent salary practices and reflects the new compensation negotiation framework.

Status: In progress

Policy 6 – Vacation – Staff (S)

Policy 6 is being updated as a result of our 2026 compensation negotiations. Specifically, our settlement recommended improving access to vacation in the first year of employment, aligning vacation administration for permanent and contract staff, and adjusting the vacation year to start in September instead of July.

Status: In progress. High priority for SRC in fall 2026.

Policy 18 – Staff Employment (S)

Policy 18 governs many aspects of staff employment, including recruitment, development and mobility, performance, and organizational changes. Housekeeping updates in 2025 and 2026 reflect changes in terminology and changes in University administrative responsibilities, such as

  • Updating “performance management” to “performance development”
  • Replacing references to the Vice-President, Academic and Provost (VPAP) with the Vice-President, Administration and Finance (VPAF)
  • Updating the Associate Provost, Human Resources to reflect the current Chief Human Resources Office (CHRO) title
  • Remove gendered language (e.g., replacing “her/his” with “their”)

Further, the UWSA and University agree that broader review is needed in light of the renewed MoA, compensation settlement, and evolving nature of staff work and changing organizational structures. Our advocacy work has also highlighted questions about the policy’s implementation, particularly regarding recruitment, internal employment opportunities, secondments, and organizational changes.

Status: Pending – timeline for initiating the review has not yet been established.

Policy 36 – Staff Dispute Resolution (S)

As part of our renewed 2026 MoA, the UWSA negotiated expanded access to dispute resolution process for contract staff, which has not yet been implemented. This is particularly important because Policy 33 – Ethical Behaviour directs employees to Policy 36 for certain appeals, which excludes non-regular staff and those still in their probationary period.

The UWSA will also advocate for broader improvements to ensure dispute resolution processes are clear, accessible, fair, and effective for all staff.

Status: Pre-initiation. This is a high priority for 2026.

Policy 39 – Leaves of Absence for Staff (S)

Policy 39 was updated effective September 2026 to reflect administrative changes to self-funded leaves, maintaining the option for these leaves while replacing the University-administered deferred salary program with a self-led process.

Status: Updated in 2026

Policy 54 – Definition of Staff (S)

The renewed MoA and changes to the Association's membership and representation provisions have created a need to review how relevant definitions are expressed and applied across University policies.

Status: Pending

Policy 1 – Initiation and Review of University Policies (FS)

The UWSA understands that the University is undertaking a broader review of Policy 1 and its associated appendices, though we have limited information at this time. The UWSA also plans to initiate surgical updates to Appendix B of Policy 1 (SRC Terms of Reference) to better reflect the UWSA’s representation within the committee’s current structure.

Status: Pending

Policy 12 – Compassionate Care & Bereavement Leave Benefits (FS)

As part of FAUW’s 2021 compensation settlement, the University agreed to strike a policy drafting committee under Policy 1 to develop a faculty and staff policy addressing compassionate care and bereavement leave benefits. The settlement also dictated that the minimum benefits to be covered under the policy would come into effect in May 2022.

Status: The minimum benefits came into effect May 1, 2022. Final edits are being incorporated by the Secretariat based on feedback from SRC and FRC.

Policy 23 – Eligibility for Pension and Insured Benefits (FS) [re: sick leave]

Our 2026 compensation settlement included a commitment to improve sick leave provisions for contract staff. While Policy 23 points to the UW Sick Leave Plan for employees with ongoing appointments, the policy itself specifies six days of sick leave for employees with temporary appointments of at least one year but less than two years.

Because Policy 23 in general applies to both faculty and staff, the review will require coordination with the Faculty Relations Committee (FRC). Unfortunately, progress on this item is delayed by broader discussion around pension and benefits governance and related negotiations between the University and Faculty Association (FAUW). The UWSA will continue to press for this commitment to be fulfilled and explore whether an interim solution is possible while the broader policy review proceeds.

Status: Not yet initiated

Policy 33 – Ethical Behaviour (FS)

Updates to Policy 33 have been in the works since 2014, with extensive consultation and feedback from various stakeholders. In fall 2026, SRC and FRC each agreed to Terms of Reference to establish a new Faculty-Staff Policy Drafting Committee (FSPDC) to advance the work.

Status: Initiation – we anticipate a call for staff representatives to participate in the committee by late 2026.

Policy 57 – Employee Accommodations (FS)

Policy 57 is a new policy that sets out the framework, responsibilities, and procedures for workplace accommodations. Drafting work began in 2019.

Ontario legislation requires employers to provide clear accommodation processes. While the University has accommodation guidelines, a formal policy will give employees greater clarity and accountability—and ensure that we have a role in shaping and approving the process.

A draft policy has undergone extensive review, generating substantial feedback from the University, UWSA, Faculty Association, and other employee groups. Since the work began, the policy and legislative environment has also evolved, in addition to organizational changes such as the creation of the Employee Health and Accommodations (EHA) office, making it important to consider how the various comments and developments can be addressed effectively.

Status: The Secretariat is leading a coordinated effort to incorporate feedback from SRC, FRC and other stakeholders to determine the best path towards finalizing the policy.

Emergency Days guideline

As negotiated in our 2026 compensation negotiations, the permitted uses of staff’s three paid emergency leave days have been expanded to better reflect personal needs. The changes provide greater flexibility in how staff can use their existing emergency leave entitlement. The number of paid days has not changed.

The revised guidelines are available on the Secretariat's website.

Status: Approved by SRC on October 8, 2026 and is effective to September 1, 2026 per our settlement.

Flexible and Hybrid Work guideline

The University's revised Flexible and Hybrid Work Guidelines were introduced earlier in 2026. Although they have not yet been in place for a full year, the UWSA has already raised concerns about their implementation, including consistency, flexibility, and impacts on staff morale. We will continue advocating for improvements and holding the University accountable to its commitment to review the guidelines after their first year.

Status: Pending.