HR TOOLKIT

The Ontario Sewer and Watermain Construction Association ("OSWCA") through its membership in the Canadian Construction Association (CCA) has been granted access for distribution to this draft Human Resources (HR) Toolkit ("Toolkit") for the general use by sewer and watermain contractors in Ontario who administer their own Human Resources policies and programs.

While the Toolkit attempts to bring together issues concerning our industry, it should not be used without modification. As described below, sewer and watermain contractors must tailor this Toolkit to their own workplaces.

This Toolkit has been designed to provide employers in the construction industry with practical guidance on human resources-related issues. It will assist a contractor in undertaking and tracking the necessary HR documentation for their company. The Toolkit includes explanations of key concepts, templates, and case studies. It contains modules on workforce planning, recruitment and selection, workforce engagement and performance, and a prescription for leading in changing times.

It cannot be emphasized enough that, when creating an HR program, a contractor must consider the workplace or construction site on which they are employed or contracted. The OSWCA does not, and cannot, guarantee the application of this Toolkit to your own work. It is intended only to provide a general and suggested framework for use within your own organization. This Toolkit is not legal advice. The OSWCA does not assume any liability for the information presented herein, including the manner in which it is used by a contractor's organization.

The Toolkit should be regularly reviewed, to ensure that your program remains current and complies with current government regulatory standards.

Toolkit Items

Finance & Administration

Direct Deposit Form - Form to set up Direct Deposits.

Drivers Log Sheet - Form to log a driver's driving time.

Employee Equipment Loan Agreement Form - Form to use for loaning equipment.

Equipment Damage or Loss or Theft Report Form - Form used to track any damage, loss, or theft to any equipment.

Monthly Employee Spreadsheet - Tool to track employee attendance over the course of a month.
Overtime Authorization Form - Form to track and provide reasoning & authorization for overtime work.
Payroll Procedures for New Hires - Outlines all of the needed information to establish Payroll for new hires.
Vacation Tracking From 12 Month Cycle - Form to track employee vacation time over a 12-month cycle.

Retirement Letter Template - Template for responding to employee's intent to retire.
Weekly Detailed Time Sheet - Timesheet template with detailed tracking over the course of a week.
Weekly Job Time Sheet - Timesheet template from a job perspective.

Work Order Form - Work Order Form template.
Toolbox Meeting Agenda - Form for managing toolbox meeting agendas.

Toolbox Meeting Minutes - Form for tracking meeting minutes and action items.

Health and Safety

Emergency Contact and Medical Information - Form to capture emergency contact and medical information for employees.
Employees Driver Abstract Approval Form - Form used to provide permission to obtain an employee's Driver Abstract.
Emergency Plan Guidelines - Guidelines and template to establish emergency plans and procedures.
Employee Orientation Safety Checklist - Standard template and checklist for new employee safety orientation that should be signed and documented.
Notice to Staff WHMIS Training Requirement - Template for notifying staff of Workplace Hazardous Materials Information System training requirement.

Conduct and Discipline

Employee Annual Review - Template for conducting an employee's annual review.

Progressive Discipline Policy - Template for outlining a progressive discipline policy.

Progressive Discipline Levels - Outlines required progressive discipline for common workplace issues.

Notice of Layoff Template - Template to use to provide notice of layoffs.

Verbal Warning-Corrective Action Required - Template to use to provide a verbal warning to employees about performance.

Employee Departure Notification - Template to use to facilitate employee departure procedures.

Termination Checklist - Outline of steps to effectively perform a termination process of an employee.

Termination for Cause - Gross Misconduct - Template letter to inform an individual of termination due to gross misconduct.

Termination for Cause - Inappropriate Conduct - Template letter to inform an individual of termination due to inappropriate conduct.

Termination for Cause - Poor Performance - Template letter to inform an individual of termination due to poor performance.

Full and Final Release - Sample Full and Final Release form.

Critical Performance Objective Table - Objectives template that promotes job descriptions that reflect what needs to get done vs. what skills/traits a candidate needs to have.

Employment

Performance Evaluation Checklist - Template checklist to conduct a performance evaluation (quarterly or yearly).
Record of Employment - Template to track an individual employee's record, including assignments, certification, and training.

Sample Reference Check - Document describing steps to conduct an effective reference check, including sample questions.

Employment Application - Sample employment application.

Exit Interview Form - Template to effectively conduct an exit interview, including sample questions.

Extending an Offer - A listing of the items that should be included in an offer letter.

Inappropriate Interview Questions - Outlines the subject matter/areas that should be avoided in interviews.

Interview Questions - A listing of suggested interview questions, including what each question speaks to.

Interview Candidate Rating Template - Template to rate a candidate during an interview.

Interview to Assess - Accomplishments - A listing of questions to probe an individual's accomplishments in his/her career.

New Employee Orientation Checklist - Checklist of items to cover in an employee's orientation.

New Employee Orientation Program List - Template for a 3-phase orientation plan.

Phone Interview Template - Template to conduct a phone interview, including questions.

Offer of Employment Letter - Template offer of employment letter.

Sample Basic Phone Screen - Template to conduct a phone screen, including questions.

Employment Contract - Sample employment contract.

Strategic Planning

Human Resources Business Planning Template - Template to help with annual business planning and helping employees achieve their work goals through effective planning.

Misc.

Human Resources Business Planning Template - Potential employee data base spreadsheet template.

Additional Job Resources

Physical Demand Analysis

Bulldozer Operator - Operate a Bulldozer to move earth during construction and to set ground surface for roads prior to grading. Bulldozers utilized to push/pull other equipment on site.
Dump Truck Operator - Drive and operate a Dump Truck to remove excavated materials from the construction site and to deliver required construction materials to work sites.
PDA - Benchman - To create benches & steps inside concrete pipes and to form seams at concrete pipe junctions.
PDA - Cement Finisher-Roads - Finish concrete for curbs, sidewalks and bridges decks.
Pipe Layer - To install various types of pipes.
Ready Mix Operator - Drive and operate truck to deliver ready mixed concrete.
Rubber Tire Backhoe Operator - Operate a Rubber Tire Backhoe to excavate ground during construction.
Rubber Tire Loader Operator - Operate a Rubber Tire Loader to excavate and move earth during construction.
Topman (Sewers) - To prepare various types of pipe for underground instillation.
Track Loader Operator - Drive and operate a Track Loader to excavate and move earth during construction.