Terms of Reference

PIPSC National Consultation Team Department of National Defence

Preamble

These terms of reference define the composition and responsibilities of the PIPSC National Consultation Team for the Department of National Defence (“the Team”). They are intended to clarify the internal functioning of the Team within the framework of the PIPSC Policy on Union-Management Relations and Consultation Guidelines.

1. PIPSC Consultation Structure within DND

The PIPSC Consultation Structure in DND is composed of four (4) structural components:
a) PIPSC Stewards in DND,
b) PIPSC DND Consultation Community,

c) PIPSC DND National Consultation Team, and

d) PIPSC DND National Consultation Team Executive.

(Annex A demonstrates the relation between the structural components.)

2. Composition

2.1 The PIPSC National DND Consultation Team is Composed of:

Regional Representatives
Representatives from National Organizations with Delegated HR authorities, e.g. CFHS, DRDC, etc.
Representatives from National Consultation Projects, e.g. IM Transformation, Shared Services initiative, etc.

For the purposes of the Team annual meeting and in accordance with PIPSC governance, if there are more than fifteen volunteers, delegates will be selected based on the following criteria: regional and sectoral representation, knowledge of DND and of the Institute and previous experience in local or regional consultation.

PIPSC DND Consultation Community
In accordance with PIPSC Policy on Union-Management Relations, all consultation with the employer is to be conducted with PIPSC Stewards. All of the PIPSC Stewards involved in consultation, whether formal or informal, make up the PIPSC Consultation Community within DND.

PIPSC National DND Consultation Team

In accordance with PIPSC Governance, the National Consultation Team needs to include regional and sectoral representatives. Regional reps and alternates are responsible for representing all occupational groups in their regions. Team members will be selected according to Annex B

National Consultation Ad-hoc Committee Representatives

The Consultation Steward representing PIPSC membership on National Ad-hoc Committees may have a position on the PIPSC National DND Consultation Team. The representative will have a seat on the Team for the duration of the ad-hoc committee.
 

3. PIPSC DND National Consultation Team

The PIPSC DND National Consultation Team is composed of the following positions:
1 President

2 Vice-President

3 Communications Officer

4 Atlantic Regional Representative

5 BC/Yukon Regional Representative

6 Prairies Regional Representative

7 Ontario Regional Representative

8 NCR Regional Representative

9 Quebec Regional Representative

10 Canadian Forces Health Services Representative

11 Defence Research and Development Canada Representative
12 Engineering Group Representative
13 Air Force Representative
14 Royal Canadian Navy Representative

3.1 ALTERNATE POSITIONS

The Team may define alternate positions as necessary. The NCT may endorse the addition of any alternates to the team. NCT members may designate alternates as required. The NCT President reserves the right to appoint alternates.

3.2 OTHER POSITIONS

The Team may define other positions as necessary. The NCT may endorse the addition of any new positions to the team. The NCT President reserves the right to appoint other positions.

4. PIPSC DND NATIONAL CONSULTATION TEAM EXECUTIVE

The PIPSC DND NCT Executive consists of the NCT President, Vice President, Communications Officer and ERO. The Executive will coordinate the administration of the activities of the Team.

5. RESPONSIBILITIES, FUNCTIONS AND ROLES

All members of the Consultation Team are responsible for representing the Institute with the employer, and for representing and conveying the Institute’s objectives and decisions to members and the employer, as defined by the PIPSC Policy on Union-Management Relations.

5.1 PRESIDENT

The Consultation Team President is the primary contact between the department’s deputy minister and its senior management level (Assistant Deputy Ministers).The role of the President is as defined by the PIPSC Policy on Union-Management Relations.

5.2 VICE-PRESIDENT

The Vice-President of the National Consultation Team assists and replaces the President as required.

5.3 COMMUNICATIONS OFFICER

The Communications Officer:
Prepares and distributes newsletters, communiqués and meeting minutes on behalf of the National Consultation Team. The Communications Officer is the primary contact to have information placed on the PIPSC DND Consultation website.

5.4 REGIONAL/SECTORAL REPRESENTATIVES

The Regional/Sectoral Representatives will:

  • Lead regional/sectoral consultation team.
  • Ensure representation at local and regional/sectoral UMCCs.
  • Identify and refer issues to the national level consultation team as needed
  • Forward minutes to the Communications Officer
  • Ensure the distribution of information to regional/sectoral stewards
  • Maintain the accuracy of the information related to their regional/sectoral structure

5.5 ALTERNATIVE REPRESENTATIVES

The responsibilities, functions and roles of an alternate will be identified by the NCT president at the time of the appointment, for the duration of their appointment.

5.6 EMPLOYMENT RELATIONS OFFICER (ERO)

The Employment Relations Officer provides support, assistance and guidance to the NCT as required.

6 ANNUAL NATIONAL CONSULTATION TEAM MEETING

The NCT President will organize the National Consultation Team Meeting to be held annually, in accordance with the Institute’s policy on Union and Management relations.

7 AMENDMENTS TO THE TERMS OF REFERENCE

  • Terms of Reference will be reviewed annually at the NCT meeting.
  • Any proposed amendments must be sent to the communications officer at least 1 month prior to the NCT meeting for translation by PIPSC.
  • Must be communicated to team members at least 10 working days in advance of the annual meeting in both official languages.
  • Must be approved by the majority of the members at the NCT meeting

ANNEX A

ANNEX A

ANNEX B

DND CONSULTATION APPOINTMENT PROCESS

PRESIDENT/VICE-PRESIDENT

  1. An e-mail of interest is sent to the stewards in the department.
  2. In addition, a notice of interest is posted on the PIPSC website on the DND Consultation Page in the news section.
  3. In the e-mail and notice, stewards are asked to provide their resume of consultation and union activities to the President of PIPSC or designate.
  4. A deadline is established for submissions; the common practice is two weeks.
  5. Submissions are reviewed by the President of PIPSC or designate for completeness.
  6. The candidates’ names and resumes are provided to the DND consultation teams for their recommendation.
  7. A deadline is given for recommendations from the DND Consultation team.
  8. The President of PIPSC or designate reviews the submissions at the PIPSC Executive committee.
  9. Based on the recommendation of the DND Consultation team and the Executive Committee’s recommendation, a candidate is appointed.
  10. The candidate is informed of the appointment.
  11. A notice is posted on the PIPSC website announcing the appointment of the Steward.

REGIONAL, SECTORAL AND ALTERNATIVE REPRESENTATIVES

  1. An e-mail of interest is sent to the DND stewards in the region or sector.
  2. In addition, a notice of interest is posted on the PIPSC website on the DND Consultation Page in the news section.
  3. In the e-mail and notice stewards are asked to provide their resume of consultation and union activities to the president of consultation.
  4. A deadline is established for submissions; the common practice is two weeks.
  5. Submissions are reviewed by the NCT President for completeness.
  6. The candidates’ names and resumes are provided to the DND stewards in the region or sector for recommendation.
  7. A deadline of one week is given for recommendations from the region or sector DND stewards.
  8. The DND National Consultation team are simultaneously e-mailed the candidates’ names and resumes for their recommendation.
  9. After reviewing the recommendations of the DND stewards and the DND Consultation team, a candidate is appointed by the NCT President.
  10. The candidate is informed of the appointment.
  11. A notice is posted on the PIPSC website announcing the appointment of the member.

 

Approved at the Working Group on Consultation Meeting May 3, 2019.