Job Referral Service - Government of Manitoba
Contents
1. cssecccseeeseseeesseeeeeeeeeeeneessaeseseeeeeseeeesaesesaesesneeeneeeeseeseseaesaseeeeeseaeas 31 RU Eet BCEE 31 e UE 31 12 3 TRANFER IN PROCESS EN 33 Section 12 Transfer In 12 3 ProCeSs s sccsssssscssssseesssneceesesnsceesesneceesesnaceeseenaeeesesneceesesnaneessenases 35 APPENDICES 5i4 lt isixl naa ka xdkn da wan k0 ea n ERA xi nnn Rana wa K REKA K Ki ba KA Wu K ban m w ba K k H ku KA W A ku AW K ku na WAR Appendix I Getting Forms from the WebSite cssccesseeseseeeseeeeeeeeeeeneeesaeseseeeeneeeeseaesaseaesnseeeeeeeeeas Appendix II Notifications and Tasks cccesseceeeeneeeeeeeeeseeeeneeseeeeneeseeesneeseeesneeseeesneeseeeseeeseeeeneeseeeenes 40 Appendix Ile Support eege Suen 41 General lniSti all cs n nnn yey a nade Pe AN XAR ee Zeg D s xa k yak ak KAREK d xa KEK RE Ku cA N peyan R U 41 Registration Support and JRS Password Heset cee kk kk kk kk Ek kE KAKA KAKA KA KA KA KAR 41 Manitoba WebLink Support and Passcode Hesei kk kk ek kk ek kk kek KAKA KAKA KAKA KARA KARA 41 Serice Ee E EE 41 Appendix IV List of Employer Forims ssccccccseececeseeeeeeeeneeeeeeeneeseeeeneeseeeeneeseeesneeseeesneeseeesneeseeesneeseeeenes 42 Page 4 of 42 Employer Service Manual August 2012 INTRODUCTION Employer Service Manual Page 5 of 42 August 2012 Employer Service Manual Page 6 of 42 August 2012 Section 1 Overview of the Job Referral Ser2. Reporting Reasons for Rejection JRS verifies the credentials of Job Seekers when they register and when they renew the registrations at six month intervals Some verified documents may have expired after referral Employer may request up to date documents when hiring the job seeker i e driver s licence A Job Seeker can be rejected for a number of reasons The reason is recorded for each Job Seeker being rejected on the Referral List The reasons for rejection are e Unable to contact Not qualified Refused job offer Previously resigned Previously discharged Previously warned suspended Other reasonable grounds Already employed The Employer may change the reason for rejection or hire a job seeker on the referral list if there is an unfilled position in the stage and the original reason for rejection is one of e Unable to contact e Refused job offer If all positions have been filled before reaching the last Job Seeker on the Referral List those candidates do not have a reason for rejection JRS will automatically note that these Job Seekers were not hired because the job order was complete It is recommended that the Employer keep interview notes e g the date time and number of times the referral was contacted in case Manitoba Hydro request details of the rejection reason Employers who have online access can enter the contact or interview notes of each referral in the JRS system Employer Service Manual Page 28 of 42
3. Will verify the identity of all job seekers as well as verify the residency Aboriginal Ancestry and credentials of individuals where applicable Will assess an individual s skills and experience Will provide job seekers with additional Employment Manitoba programming information guidance where appropriate Will advise job seekers to renew their registration every 6 months as long as they are still interested in working on the project Will process approve job orders referrals Will contact employers to discuss the job order should the employer s initial requirements yield little to no matches pre match routine Will advise the union when referrals are required during the job order process Will maintain Manitoba representation on a committee to oversee referral issues and concerns put forward by job seekers employers unions and all other parties with a vested interest in this process Will provide reports to various stakeholders Will maintain a JRS website Employer Service Manual Page 8 of 42 August 2012 Employers Base and Sub Contractors Responsibilities Will complete an Employer registration form and update the information when necessary Will submit Job Orders to JRS identifying bona fide job requirements Will contact the candidates on referral lists Employers confirm candidates possess the qualifications skills and experience required for the job that has been submitted Will confirm the Job Seeker c
4. C Remember my credentials Enter the user name jobreferral and tab Enter the password contractor Click the OK button The Employer page appears Click on the appropriate link to obtain the necessary forms to fill out oS 2d Employer Service Manual Page 39 of 42 August 2012 Appendix II Notifications and Tasks The JRS system is based on the concept of workflow i e creation of notifications and tasks Notification When a notification is generated the end user is not required to respond A notification simply provides detailed information regarding an event which has taken place in the system Task When a task is generated the end user is required to respond A task provides detailed information regarding an event which has taken place in the system The end user is expected to provide information back to the JRS The following are Notifications generated by the JRS and sent to Employers Advance Notice of Job Order Notice of Hire Recalled Notice of Reporting Date Change Notice of Job Order Cancelled Notice of Completion Named Hire Registration Notice of Failed to Report Notice of Laid Off Subject to Recall Notice of Laid Off Subject to Recall Trainee Apprentice Direct Hire Job Seeker Failed to Report Direct Hire Laid Off Subject to Recall Trainee Apprentice Direct Hire Laid Off Trainee Apprentice Direct Hire Job Seeker Refused Recall Direct Hire Report
5. August 2012 Section 9 Match Stage Four Five Registration of Named Hires When a job order has reached Match Stage Four Five the Employer may recruit and hire an employee called a named hire from any source The named hire personal and skills information must be entered in the system A system match will be performed between the named hire qualifications and the job order requirements This allows the named hire be recorded as hired the job order may be completed a notification be sent to the security desk and the capability to record laid offs and recalls Employers who have online access to the JRS follows the Job Referral System for Employer Manual Activity 3 C Registering and Processing Stage 4 Named Hires to register and perform the named hire Employer who do not have online access to the JRS when reporting the new named hire employee the following Forms and Declaration Documents must be forwarded to the JRS in Thompson Forms 1 Acompleted Registration for Work form The named hire individual must provide their Social Insurance Number and Contact Information 2 A completed Registration Declaration form and evidence of information declared The individual must indicate residency and provide proof of residency as required 3 A completed Skills Profile Declaration Documents if the documents are provided by mail please do not send originals 1 Identification identification that is issued by a government body co
6. trainee apprentice under the 12 1 hiring process or the 2 9 direct hiring process and were reported by the Employer as laid off will have preferential hiring status when a trainee apprentice job order type for that trade is submitted The Employer must let the JRS know if a trainee apprentice has been laid off This would include those individuals who have been hired through the Direct Hire process Employers who have online access to the JRS system follow the Job Referral System for Employer Manual Chapter 3 D Process Referrals Layoff Recall and FTR to record the layoffs Employers who do not have online access to the JRS system forward the following information to the JRS Laid off date person s name reference number or Social Insurance Number job order number and match stage at which the hire took place Recalls As per Article 12 4 2 of the BNA The Provisions in this Article may be used by the Contractor to facilitate the re employment of an employee whose lay off has been precipitated by breakdowns shortages of materials or parts or changes in the construction schedule scheduled or unscheduled cessation of work or other like conditions and there is a reasonable likelinood the employee will be reemployed of purposes of continuing the work to which he was assigned at the time of lay off Pursuant to 12 4 2 1 an employee who was a Manitoba Resident at the time of hire may be recalled for employment by the Employer
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8. 81 1139 You will require your user name and the Security Token serial number located on the back of the FOB NOTE The ICT Service Desk cannot reset your JRS password Please contact the JRS to reset your JRS password Service Standards Business and technical support for the Job Referral Service JRS shall be available to all third parties between 8 30 a m and 4 30 p m Monday to Friday excluding weekends and statutory holidays Access to the on line Job Referral Service JRS shall be available twenty four hours a day 7 days a week Please note there is a period of time between 2 00 a m and 6 00 a m where individuals may experience trouble logging on as regular system maintenance may be underway Employer Service Manual Page 41 of 42 August 2012 Appendix IV List of Employer Forms Employer Registration Form Job Order Form Job Profiles Name Hire Registration Forms Instructions for Completing a Named Hire Notice and Consent Registration for Work Registration Declaration Skills Profile 10 Laid Off Recall Form 11 Request to Verify Northern Residency and Aboriginal Ancestry for Direct Hire Form 12 Transfer in Form 00 SL O OU E eg Note The Forms can be printed from the Job Referral Service JRS website www gov mb ca jrs wuskwatim index html Follow the steps to login outlined in this document under the section called Getting Forms from the Website Employer Service Manual Page 4
9. Base Employer Awarded Contracts to Sub Employers e Base Contractor awards a contract to a Sub e Base Employer advises JRS of new Sub e Sub Contractor completes an Employer Registration Form e JRS contacts the Sub Employer to discuss Registration and Training timelines o Employer can elect to attend training in either Thompson or Winnipeg Updates to Employer Registration If there are any changes such as a new contact person or a new contract is awarded to the Employer etc the Employer must notify the JRS by submitting an Employer Registration form with the updated information Update Registration Process Check the box labeled Update Check off Preferred Training Location i e Thompson or Winnipeg Enter company Operating Name Enter Office Name if new office added Enter Office Address including office phone and fax numbers Enter the name of a Contact Person Enter the Contract Number Enter Primary Contact Person Information for the contract Enter Additional Contact Person Information 0 Sign and Date completed Employer Registration form and e mail to jobreferralservice gov mb ca or fax to the JRS at 204 677 6831 Important Mandatory fields are marked on the form with an asterisk ae eer Pah gt Note The Employer Registration Form can be printed from the Job Referral Service JRS website www gov mb ca jrs wuskwatim index html Follow the steps to login outlined in this doc
10. Job Referral Service Employer Contractor Service Manual August 2012 Manitoba 9 Table of Contents INTRODUCTION mran aaaea a A a a E e aA E aA Aaea E eA Aa aR EEE AA AEAEE 5 Section 1 Overview of the Job Referral Service s sssssusssuusunsnnnnnunnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnunnnunnnnnnnnnnnnnnn WA 7 e EE 7 Retertalsx JOD O rd e TS s sa als lle nel bi dl ac AR bases sac gescese b na k Eed 7 ROPIE ia Eeer Eege eege A E noes 7 Section 2 Roles and Responsibilities ccccsccsseceeeeeeeeeeeeeeeseseeeeneeeeeeeeeeseaeseseeeeneeeeseneseseaesaseeeensneeteas 8 Job Referral Service UD 8 Employers Base and Gub Contrachors Ek kk KEK KE KA KA KA KA KAKA KA KA r KA kk KA r KA A KA 9 Section 3 Employer Registration ccseccsccceseesseeeeeeeeeeeeeeseaeseseeeenseeeeseseseaesaseeeeeseaeseaeseseaesnseeeeeenaess 10 Initial Employer Registration uui Eka Eka kk kak ka KAKA KA KA KAKA KA KAKA KA KAKA KA KA KA A KA KAW KA KA 10 Updates to Employer Heotestraton EEE kak kk kk kk kk KAKA KA KA KAKA KA KAKA A KA KA KA KA KA A KA 10 2 9 DIRECT HIRE HIRING BRUN 11 Section 4 Direct Hire 2 9 Hiring ProCeSs cccc scccesseceeeseeeeeeeseeneeeeseeeeeensneeseeesnaeseenssaeseensaneeeeenes 13 12 1 JOB ORDER HIRING PROCESS M4ssldkakkkkkkkkkkkkkkkkkkk kk AA AKA KAKA KAK KAKA AKA KAKA KAKA KAKA AA KAWA AK WA WA 15 Section 5 Job Order Types 12 1 Hiring Process cccsccssseesseeeee
11. Referral System for Employers Online Manual Activity 3 C Register and Process Named Hire to register and named hire the person Employer who does not have online access to the JRS system forwards the completed Named Hired registration forms and the skills profile to the JRS System matches between the job order and the named hire skills to ensure the job order requirements are met eligibility criteria is not considered After the person is named hired a copy of the package is sent to the employer The employer ensures the named hired receives a copy of the registration package including the Notice and Consent form for their review records After the 30 calendar day period has expired and if a position remains unfilled the Employer will provide instruction to the JRS to either 1 cancel the job order 2 reinitiate the position new job order with same requirements is created and begins again at Stage 1 3 cancel old job order and create a new job order new job order with different requirements is created and begins again at Stage 1 Foreperson Job Order Match Stage One A foreperson job order is processed in the same manner as a regular job order at Match Stage One The Employer is not required to contact the Job Seekers in the top down fashion as with other job order types The Employer is only obligated to report the results of the individual s contacted However unfilled positions will not advance to the next stage until hi
12. The Employer may recall out of Manitoba workers only if there is no eligible Manitoba Resident in the occupation available for the recall Employer Service Manual Page 31 of 42 August 2012 Employer may initiate the laid off employee within 60 calendar days of the layoff The reporting date can be after the 60 calendar days After the 60 calendar days if a worker in the occupation is still required the Employer must submit another job order to recruit qualified workers Important Employers should review this section of the BNA for further information on Lay Off Subject to Recall When the request to recall is received JRS contacts the employee to inform them of the recall notice and the expected reporting date If the individual accepts the recall JRS sends out a notification to the Security Desk advising them of the reporting date If the individual needs to change the reporting date they contact and discuss with the Employer directly The employer provides the result of the discussion to the JRS If the individual declines the recall the JRS contacts the Employer to ask if the Employer wants to do one of the following e recall another laid off job seeker in accordance to 12 4 2 or e place a new job order Employers who have online access to the JRS system follow the Job Referral System for Employer Manual Chapter 3 D Process Referrals Layoff Recall and FTR to request the recall Employers who do not have online access
13. able This box is to be used when advising the JRS for the need to or options For example under the Construction Types category the Employer may prefer to have someone with Employer Service Manual Page 25 of 42 August 2012 Job order number date and time are left blank They will be completed by JRS staff Construction experience however are willing to relax the requirements Instead of selecting the option called Construction experience the Employer can opt to take someone who has either Construction or Industrial or Residential experience By changing the and to or the system will match against those job seekers with one or more of these options selected on their profiles Submitting a Job Order Note Fax the completed Job Order Form and Job Profile to the Thompson Centre fax number 204 677 6831 If the job order cannot be faxed to the JRS call the Thompson centre at 1 866 332 5077 to make arrangements to have the job order initiated as soon as possible JRS staff reviews the job order form and job profile If any clarification is needed the contact person will be called The matching process begins as soon as the job order information has been confirmed by the JRS If a job order is received after 3 p m it will be input into JRS by 10 a m the following business day Pre Matching a Job Order JRS performs a pre match If results of the pre match yields lim
14. anitoba Or Keeyask project members of the Fox Lake Cree Nation Tataskweyak Cree Nation War Lake First Nation York Factory First Nationwho live in Manitoba 2 Northern Union members who have not been listed in the previous group 1 3 Northern Aboriginals who have not been listed in the previous groups 1 2 4 Northern residents who have not been listed in the previous groups 1 2 3 On the referral list randomization within each group occurs to ensure a fair and equitable process The Referral List contains the names and telephone numbers of job seekers and is automatically forwarded to the Employer The JRS searches the database every six hours for qualified candidates until the 48 hour expires When qualified job seekers are found the Referral List is created once again and is forwarded to the Employer to interview candidates until all positions are filled or the list is exhausted The Employer must ensure they process the referral list in a top down fashion That is the Employer starts at the top of the list and move through the remainder of the list in the order they are presented i e 1 2 3 4 etc Based on a Job Seeker s interview the Employer records the outcome for each Job Seeker they have interviewed i e whether they are hired not qualified unable to contact etc If there are not enough unprocessed referrals at Match Stage One to potentially fill the vacant positions requested when the stage expires the JRS aut
15. ative differences separate this job order type to the regular job order type Job Seekers are matched to the job order in four Match Stages One to Four Trainee Apprentice Job Order This type of job order is used to recruit trainees in a non designated trade or apprentices in a designated trade for formal training positions Job Seekers are matched to the job order in five Match Stages One to Five There are two types of trainee positions formal and informal Formal trainee positions represent those which the Employer has submitted a formal plan and is used to staff the number of trainees the Employer is obligated through the BNA to train The formal trainee positions are all recruited through the trainee apprentice job order type Informal trainee positions processed as a regular job order type receive training on the job such as a flag person for whom training would be a one day orientation Employer Service Manual Page 17 of 42 August 2012 Section 6 Match Stages Pre matching is an integral part of the Job Order process and is completed by the Job Referral Service JRS prior to approving a job order for matching within all job order types This process allows the JRS to determine if the current job order requirements will generate qualified Job Seeker matches in the system If it is determined there is not enough potential qualified job seekers matching the job order JRS contacts the employer to discuss their option
16. ba Job Order 2293 General Construction Labourer A ly Instructions Starting from the top of the following list contact the referred Job Seekers in the order they appear If you are hiring a job Seeker enter Hired in the Status column and enter the expected reporting date in the Reporting Date column If you are not hiring you must enter the code for on acceptable reasons listed below in the Rejection Reason column Acceptable reasons for not hiring a referred Job Seeker 1 Unable to contact 2 Not Qualified 3 Refused job offer 4 Previously resigned 5 Previously discharged 6 Previously warned suspended 7 Other reasonable grounds 8 Already employed Phone Number Legend H Home Phone C Cellular Phone W Work Phone P Pager O Other JSM W Job Seeker Manager Work JSM C Job Seeker Manager Cell Referral List Phone Number s Rejection Reason Reporting Date 6146 Kelly Spence H 204 473 2909 C 204 473 8278 1 Follow the instructions just above the referrals to contact the referred Job Seekers in the order they appear for a Regular and Trainee Apprentice Job Order from the top of the list downward The exception to that rule is for the Foreperson Job Order In this case the Employer can select from anyone on the list in any order they choose 2 Record the results on the Referral List Enter Hired in the Status column for all Job Seekers hired Enter the date the hir
17. ba Hydro can use the Direct Hire 2 9 process e A Northern Aboriginal sub contractor on a 2 9 contract requires approval from Manitoba Hydro to utilize the 2 9 Direct Hire Process Employer Service Manual Page 13 of 42 August 2012 e A Northern Aboriginal Employer cannot utilize the Direct Hire Process if they have been awarded a sub contract by a Non Northern Aboriginal Employer with a non 2 9 contract e A Non Northern Aboriginal Employer cannot utilize the Direct Hire Process if they have been awarded a sub contract by a Northern Aboriginal Employer who can use this process Employer Service Manual Page 14 of 42 August 2012 12 1 JOB ORDER HIRING PROCESS Employer Service Manual Page 15 of 42 August 2012 Employer Service Manual Page 16 of 42 August 2012 Section 5 Job Order Types 12 1 Hiring Process As per the BNA when Employer using this hiring process to recruit workers the Employer must specify the type of job order being placed There are three types of job orders Regular Job Order This type of job order is used to recruit regular employees as described in Articles 12 and 13 of the BNA Job Seekers are matched to the job order in four Match Stages One to Four The Job Seeker s selection criteria and the progression of the job order will be discussed further on in the document Foreperson Job Order This type of job order is used to recruit General Foreperson or Foreperson Only minor administr
18. ceeeeeeeeseaeseseeeeeeeeeseeseseaesnseeeeeeeaess 17 Regular JOB OYEN xin erk h n dn b da vate balk ri aana daaa aei Cedan d d k l aa ap Pkk et eege e 17 FOreperson JOD Order iesita neari onnie aiaee ER vina be ra d ra k n det b kan de KE dekr a E H yad d k Ey edd 17 Trainee Apprentice Job Order AAA 17 Section 6 Match Stages S i ss ski H lka d k Da da ki VE EK DE ence k WE RO RR HE SEVER U geet eu SE DU Y Vu R wu ROKE HU DR GER uk SE E n EB EK DEVE WI DEN 18 Regular Jop Order siii iiia n i k WE EEN 18 Foreperson Jeder 103 dee Seet ee ec die et eatin ye T a aa a kya ce ay Bava EY dd 21 Trainee Apprentice Job Order AAA 22 SOCtION 73 JOD OF EE 25 Preparing A J b Ordet sever e eAeeAeAAgcccccccccccgcggcgggcgcDbn 25 Submitting a Job Order etinin heie akea diu earen aaa eiai aeania danaa baee aae de naa ie a n 26 Pre Matching a Job Order EE 26 Changing or Cancelling a Job Order 26 Section 8 Referral Lists Reporting Hires Rejections csseccssecesseesseeseseeeeeeeeeseeesesneeenseeeeeeeess 27 Reporting EE 27 Reporting Reasons for Rejection sis ls ada tile id wees Kul ak A ya Kek wee AR ai vies 28 Section 9 Match Stage Four Five Registration of Named Hires ccccsseeceeesseeeeeeseeeeeeneees 29 Section 10 Failure to Report for Work FTR cccsssesceeesseeceeeseeeeeeeseeeeeeeseeeseensneeseensnaeseensaeseenenes 30 Section 11 Lay Offs and Recalls
19. e Job Profile NOTE You do not need to specify any job requirements You will be provided with a list of job seekers who are active in the JRS and have completed the skills profile in the NOC you have specified a Select the Job Title Definition JTD that matches the position s to be filled b Check off options with only required bona fide qualifications For example if no credentials are needed do not select any option in this category The matching process will ensure Job Seekers with those minimum qualifications or better will be matched for this position c Fill out the Additional Instructions box only if applicable This box is to be used if the Employer feels the Job Profile does not capture all of the skills they require for a particular occupation That is there is not an option or sub option listed which reflects exactly what the Employer needs Note Job orders will not be approved with the following specifications or similar wording in the Additional Instructions box dam dykes or dam dykes experience Employers can replace dam experience with other general requirements such as experience erecting scaffolds of two stories or more Hydro electric generating experience must have fall arrest training or certification or fall protection training or certification must have first aid training or first aid certification d Fill out the Additional Rules box only if applic
20. ed job seeker is expected to report at the site gate in the Reporting Date column Enter a reason code in the Rejection Reason column for job seekers who are not being hired 3 Report all results in a timely fashion Hiring results should be reported regularly until all positions are filled or the list is completed For Employers who are not online fax the completed Referral List to the JRS in Thompson Employer Service Manual Page 27 of 42 August 2012 4 If there are no positions remaining the job order is considered to be complete 5 If there are unfilled positions remaining with not enough unprocessed referrals the job order will proceed to the next Match Stage when the position expires Please Note e Employers who are working on a hard copy of the Referral List should ensure they are working with the most up to date Referral List A good way to identify the most recent list is by reviewing two specific fields i e Referral List Updated Date and of Positions to Fill e Job Seekers may be referred on different job orders at the same time e When contacting a Job Seeker it is optimal to begin with the first phone number displayed proceeding in the order down the Referral List e When trying to contact a Job Seeker for an interview the Employer should make the best possible effort to get a hold of the person For example if the individual is not home and there is time the Employer could leave a message
21. er Service Manual Page 23 of 42 August 2012 The job order is processed in the same manner as a regular job order at Match Stage Three Match Stage Five The Employer has 30 calendar days to recruit qualified workers from any sources The job order is processed in the same manner as a regular job order at Match Stage Four Employer Service Manual Page 24 of 42 August 2012 Section 7 Job Orders Employers who have online access to the JRS follows the Job Referral System for Employer Manual Activity 3 A Creating a Job Order to complete and submit a job order to the JRS Employers who do not have online access to the JRS follow the steps outlined below to complete and submit a job order to the JRS Preparing a Job Order A written job order form and job profile must be completed and forwarded to the JRS to initiate the job order 1 Prepare the Job Order Form Ti re e oo p9 Enter the Contract Number and or Contract Name Enter the number of positions required Enter the name of the Employer Enter the NOC National Occupational Code associated with the job title Enter the job title All positions on this job order must have the same job title Enter the name of the Union associated with the position Select the job order type trainee apprentice foreperson or regular Enter the start date of the position This is not a required field Enter any additional comments about the job order e g night shift 2 Prepare th
22. ey process the referral list in a top down fashion That is the Employer starts at the top of the list and move through the remainder of the list in the order they are presented i e 1 2 3 4 etc Based on a Job Seeker s interview the Employer records the outcome for each Job Seeker they have interviewed i e whether they are hired not qualified unable to contact etc If there are not enough unprocessed referrals at Match Stage Three to fill the positions requested when the stage expires the JRS automatically advances vacant positions to Match Stage Four Match Stage Four The Employer has 30 calendar days to recruitment qualified workers from any sources Should the JRS have e any qualified job seekers registered from outside of Manitoba e those not referred in previous Match Stages e job seekers referred in the previous stages but reported as unable to contact e job seekers referred in the previous stages but no hiring results Employer Service Manual Page 20 of 42 August 2012 The system forwards the list to the Employer to review However it is up to the Employer to decide whether they use the list from the JRS or hire someone of their own choice If the Employer wishes the job order can be advertised on the Government of Canada Job Bank site When the Employer locates and hires a suitable candidate called a named hire from outside of the JRS system and has online access to the JRS system the Employer follows the Job
23. he list in the order they are presented i e 1 2 3 4 etc Based on the results of the interview process the Employer records the outcome for each Job Seeker they have interviewed i e whether they are hired not qualified unable to contact etc When the match stage expires if there are unfilled positions and no more unprocessed referrals the Employer will be advised and can e decrease the number of positions e cancel the job order e request to advance the unfilled positions to Match Stage Two Match Stage Two The JRS has 2 hours excluding weekends and holidays to refer qualified northern Manitoba job seekers to the Employer Note Match Stage One and Match Stage Two have a total combined time allotment of 48 hours Job Seekers eligible for matching at this stage must have indicated that they are willing to train on the specific skills profile and be part of one of the following groups northern Union members northern Aboriginals northern residents The trainee apprentice job order is processed in the same manner as a regular job order at Match Stage One Match Stage Three The Referral Agent has 48 hours excluding weekends and holidays to refer qualified job seekers to the Employer The job order is processed in the same manner as a regular job order at Match Stage Two Match Stage Four The JRS has 48 hours excluding weekends and holidays to refer qualified Manitoba job seekers to the Employer Employ
24. icular Match Stage are processed Regular Job Order Match Stage One The JRS has 48 hours excluding weekends and holidays to refer qualified northern Manitoba job seekers to the Employer To create a list of candidates the JRS searches the database for qualified job seekers In this match stage job seekers with active registrations their skills information matching or exceeding the job requirement their job credentials are current and valid and their residency is used After qualified job seekers are found JRS places northern Manitobans in the following order 1 Northern Aboriginals residing in the Churchill Burntwood Nelson River area CBNR which is identified as designated areas of Churchill River Water Power Reserve from Granville Lake downstream to Hudson Bay Burntwood River Power Reserve from South Indian Lake downstream to Split Lake Nelson River Water Power reserve from the outlet of Lake Winnipeg downstream to Hudson Bay communities of South Indian Lake Granville Lake Nelson House Ilford Wabowden Thicket Portage Pikwitonei Employer Service Manual Page 18 of 42 August 2012 Norway House Cross Lake Leaf Rapids Churchill and Gillam the city of Thompson Nisichawayasihk Cree Nation Tataskweyak Cree Nation York Factory First Nation Fox Lake First Nation War Lake First Nation Norway House Cree Nation and Cross Lake First Nation Or Wuskwatim project members of the Nisichawayasihk Cree Nation who live in M
25. id off trainee or apprentice e Active Job Seeker who was in a training program on site and had his her training interrupted e Lay off must be reported to JRS by the Employer e Job Seeker must still be eligible for the training program b Northern Aboriginal living in the CBNR area Or Wuskwatim project members of the Nisichawayasihk Cree Nation live in Manitoba Or Keeyask project members of the Fox Lake Cree Nation Tataskweyak Cree Nation War Lake First Nation York Factory First Nation who live in Manitoba Employer Service Manual Page 22 of 42 August 2012 e Active Job Seeker who has completed a Hydro Pre Project Training Program HPPT in a NOC related to the BNA c Northern Aboriginal living in the CBNR area Or Wuskwatim project members of the Nisichawayasihk Cree Nation live in Manitoba Or Keeyask project members of the Fox Lake Cree Nation Tataskweyak Cree Nation War Lake First Nation York Factory First Nation who live in Manitoba e Active Job Seeker who has not completed a Hydro Pre Project Training Program HPPT in a NOC related to the BNA On the referral list randomization in each group occurs to ensure a fair and equitable process The Referral List contains the names and telephone numbers of Job Seekers and is automatically forwarded to the Employer The Employer must ensure they process the referral list in a top down fashion That is the Employer starts at the top of the list and move through the remainder of t
26. inal Referral List If there are no referrals remaining on this list the JRS automatically advances the position to the next stage If a second FTR is reported for the same position the JRS automatically advances the position to the next stage The usual process for reporting the hired and or rejected Job Seekers see the Referral Lists section are followed FTR at Match Stage One Trainee Apprentice Job Order If the Job Seeker was hired during Match Stage One the position reopens and the Employer contacts the unprocessed Job Seekers from the original Referral List If there are no referrals remaining on this list the JRS contacts the Employer The Employer advises the JRS as to whether they wish to proceed or cancel this job order If the Employer elects to proceed with the job order the position is manually advanced to the next stage If a second FTR is reported for the same position the position does not reopen The JRS contacts the Employer The Employer advises the JRS as to whether they wish to proceed or cancel this job order If the Employer elects to proceed with the job order the position is manually advanced to the next stage The usual process for reporting the hired and or rejected Job Seekers see the Referral Lists section are followed FTR at Match Stage Two or Three Three or Four of a Trainee Apprentice Job Order At Match Stage Two or Three Three or Four of a Trainee job order the position does no
27. ing Date Updated Notice of Job Seeker Recalled Direct Hire Notice of Job Seeker Verified for Direct Hire Unable to Verify Direct Hire Transfer In Failed to Report Transfer In Reporting Date Updated Transfer In Subject to Recall Transfer In Reporting Date The following are Tasks generated by the JRS and sent to Employers Request for Instructions to Proceed Trainee Apprentice Job Order Request for Instructions to Proceed Named Hired Process Referral List Perform Named Hire Review Rejected Job Order Review Rejected Changes to Job Order Employer Service Manual Page 40 of 42 August 2012 Appendix III Support General Information Job Referral Service website www manitoba ca jobreferral Manitoba Hydro s Burntwood Nelson Agreement BNA can be downloaded from www hydro mb ca projects wuskwatim obna_agreement pdf Registration Support and JRS Password Reset Business Hours Monday to Friday 8 30 a m to 4 30 p m JRS Email jobreferralservice gov mb ca Phone 1 866 332 5077 toll free Fax 1 204 677 6831 Manitoba WebLink Support and Passcode Reset If you have connectivity issues or forget your Manitoba WebLink User Id and Passcode or any other issues with the Manitoba WebLink contact Business Hours Monday to Friday 8 30 a m to 4 30 p m JRS Email jobreferralservice gov mb ca Phone 1 866 332 5077 Off Business Hours The Manitoba Government ICT Service Desk Phone 926 3400 or 1 888 2
28. ited to no matches Employment Manitoba staff in the Thompson Centre will do the following 1 2 3 perform various scenarios removing and relaxing the options and or sub options and record the results contact the employer to discuss their findings change retain the job order requirements based on outcome of discussion with the Employer Changing or Cancelling a Job Order Once the matching process has begun on a job order changes can be made e decrease the number of positions cancel the job order change employer s contract change local union related to the job title change referral agent related to the job title H any changes to the qualifications are needed a new job order must be created Employer Service Manual Page 26 of 42 August 2012 Section 8 Referral Lists Reporting Hires Rejections Reporting Hires A Referral List such as the one shown below is sent to the Employer by e mail or fax the preferred method indicated on the Employer Registration Form when qualified job seekers are found within the specified timeframe for each stage in a job order Employers who have online access follow the Job Referral System for Employer Manual Chapter 3 B Processing Stage 1 Stage 2 and Stage 3 Referrals to view and process the referral list Employers who are not online follow the steps below to view and process the referral list Wuskwatim Task 79924 Process Referral List 4387 Stage 1 Northern Manito
29. ition remains unfilled the Employer will provide instruction to the JRS to either 1 cancel the job order 2 reinitiate the position new job order with same requirements is created and begins again at Stage 1 3 cancel old job order and create a new job order new job order with different requirements is created and begins again at Stage 1 Trainee Apprentice Job Order A Job Seeker will be referred as an apprentice or a trainee only if they have checked the Willing to train box on the skills profile An apprentice will be removed from this classification when they achieve the journeyperson or trade certification A trainee can only be trained once in the same occupation but can undertake training in different occupations When a Job Seeker completes a training program the Employer should provide the Job Seeker with documentation to show that the person has completed the training Match Stage One The JRS has 46 hours excluding weekends and holidays to refer qualified northern Manitoba job seekers to the Employer Note Match Stage One and Match Stage Two have a total combined time allotment of 48 hours Employers are required through the BNA to have a formal training program for the trainees and apprentices in their employ Job Seekers eligible for matching at this stage must have indicated that they are willing to train on the specific skills profile and be part of one of the following groups a Northern Aboriginal la
30. nfirming name and current address such as a Manitoba Health card or Driver s Licence card with picture 2 Social Insurance Number social insurance card 3 Aboriginal Ancestry as declared in the Registration Declaration form treaty card Metis membership card or a Inuit beneficiary card 4 Residency as declared in the Registration Declaration form see page 2 of the Registration Declaration form 5 Credentials applicable credentials indicating training or completion of trade courses as declared in the Skills Profile form Note It is the Employer s responsibility to ensure the hired employee receives a copy of the completed Named Hire registration which includes the Notice and Consent form The Forms can be printed from the Job Referral Service JRS website www gov mb ca jrs wuskwatim index html Follow the steps to login outlined in this document under Appendix Getting Forms from the Website Employer Service Manual Page 29 of 42 August 2012 Section 10 Failure to Report for Work FTR If a Job Seeker fails to report for work FTR on the first day or changes their mind prior to reporting date the person is marked as FTR on the Notice of Hire and the employer submits the Notice to the Job Referral Service JRS FTR at Match Stage One Regular or Foreperson Job Order If the Job Seeker was hired during Match Stage One the Employer resumes contacting the unprocessed Job Seekers from the orig
31. nion or Union Enter Reporting Date Check off Failed to Report only if applicable i e if the person does not report for work Enter Laid off Date only if applicable i e if the person is laid off and is expected to be recalled within a specified timeframe Enter the Recall Date only if applicable i e if the person is to be recalled for work Fax to the JRS at 204 677 6831 The Forms can be printed from the Job Referral Service JRS website www gov mb ca jrs wuskwatim index html Follow the steps to login outlined in this document under Appendix Getting Forms from the Website Employer Service Manual Page 35 of 42 August 2012 Employer Service Manual Page 36 of 42 August 2012 APPENDICES Employer Service Manual Page 37 of 42 August 2012 Employer Service Manual Page 38 of 42 August 2012 Appendix I Getting Forms from the Website Access the JRS website www gov mb ca jrs wuskwatim index html 2 Click on the link to Organization Secure Login located at the bottom right hand corner of the screen 3 Click on the word Employers 4 The following box appears Windows Security ST The server www gov mb ca at JRS Contractors Area requires a username and password l Warning This server is requesting that your username and password be sent in an insecure manner basic authentication without a secure connection User name Password
32. o being qualified for the 2 9 hiring Once a job seeker has been verified as a northern Aboriginal the northern Aboriginal Employer can hire this job seeker within the 6 month period because the northern residency is validated for 6 months When a job seeker is hired through the 2 9 Hiring Process the Employer must report to the JRS the reporting date the occupation the local union when the job seeker is laid off subject to recall laid off subject to recall as a trainee apprentice or laid off as a trainee apprentice and when the job seeker is recalled Employer who has online access to the JRS follows the Job Referral System for Employer Manual Activity 3 F Verifying and Hiring a Direct Hire process to verify and hire a job seeker Employer who does not have online access to the JRS completes the Request to Verify Northern Residency and Aboriginal Ancestry for Direct Hire form and submits to the JRS for verification of individual s Aboriginal Ancestry and Northern Residency Employer can perform this request by fax e mail The JRS notifies the Employer of the job seeker northern aboriginal verification results The JRS automatically notifies all stakeholders when the job seeker is hired failed to report laid off subject to recall laid off subject to recall as a trainee apprentice or laid off as a trainee apprentice and when the job seeker is recalled Important e A Northern Aboriginal Employer awarded a 2 9 contract by Manito
33. omatically advances those positions to Match Stage two Match Stage Two When vacant positions are advanced to Match Stage Two the JRS automatically sends a request to the Referral Agent i e Local Union of the job order The Referral Agent has 48 hours excluding weekends and holidays to refer qualified job seekers to the Employer through the JRS system The Union is allowed to provide one or more candidate for each position in the job order The candidates must be individuals who are members in good standing of the identified Union local have valid credentials and meet or exceed all bona fide skills required by the Employer The Local Union submits the candidate information to the JRS and the Referral List containing the name and telephone numbers of the candidates s is automatically sent to the Employer as in Match Stage One The Employer follows the same procedure as in Match Stage One to interview the candidates from the top of the list downward and inform JRS of the results The Union or its member who is referred provides the JRS with the required documents at the time of referral or shortly after Employer Service Manual Page 19 of 42 August 2012 If a Union member was referred previously in Stage One that person may be referred again by the Union in Stage Two only if the Employer reported the following results Unable to Contact Refused Job Offer If there are not enough unprocessed referrals at Match Stage Two
34. ontinues to possess the required certificates and licences possessed at the time of registration i e Driver Licence CWB CPR etc Will arrange for medical examinations if required travel arrangements and determine start date upon hiring of successful Job Seeker Will provide Named Hire registration information to JRS Will ensure Named Hired Job Seeker receives a copy of the registration package including the Notice and Consent form for review records Will provide Transfer in information to JRS Will follow the terms and conditions as set out by the JRS and the BNA Will provide all results to the JRS o hired Job Seekers non hired Job Seekers failed to report Job Seekers laid off Job Seekers eligible for recall laid off trainee apprentice Job Seekers recalling Job Seekers already employed OLOO EI O O Employer Service Manual Page 9 of 42 August 2012 Section 3 Employer Registration Initial Employer Registration All third parties utilizing the Job Referral Service JRS are required to formally register with the JRS The information obtained is entered into the system Manitoba Hydro Awarded Contracts to Base Employers e Manitoba Hydro advises the JRS they have awarded a contract to a Base Contractor e Contractor completes an Employer Registration Form e JRS contacts Employer to discuss Registration and Training timelines o Employer can elect to attend training in either Thompson or Winnipeg
35. ring results of all referrals are reported to the JRS Match Stage Two The Referral Agent i e Local Union provides an out of work list for referral The Employer is only obligated to report the results of the individual s contacted However unfilled positions will not advance to the next stage until hiring results of all referrals are reported to the JRS Match Stage Three The job order is processed in the same manner as a regular job order at Match Stage Three The Employer is not required to contact the Job Seekers in the top down fashion as with the other job order types The Employer is only obligated to report the results of the individual s contacted However unfilled positions will not advance to the next stage until hiring results of all referrals are reported to the JRS Employer Service Manual Page 21 of 42 August 2012 Match Stage Four Match Stage Four of the foreperson job order type is processed in exactly the same manner as a regular job order type the Employer may recruit a foreperson from any source The Employer submits the completed Named Hired registration forms and the skills profile to the JRS JRS system matches the job order and the named hire skills to ensure the job order requirements are met eligibility criteria is not considered JRS will advertise the position on behalf of the Employer in the Job Bank if requested by the Employer After the 30 calendar day period has expired and if a pos
36. s As soon as the job order is confirmed by the JRS the system searches the pool of Job Seekers and place job seekers who match or exceed the job qualification on a list This list is sent to the Employer immediately In some match stages the JRS continues to perform this search in a regular interval or looping to refer qualified job seekers to the employer until the allotted time expires Job seekers who were not previously referred in the job order and match or exceed the job requirements are appended to the match stage list and sent to the Employer When the stage expires at the allotted time limit the system determines if the positions will be advanced based on the number of vacant positions and unprocessed referrals That is if there are at least one unprocessed referral to potentially fill one vacant position the vacant position remains in the stage until the Employer reports the result At any point in the process the Employer can decrease the number of positions or cancel the job order Decreasing of the number of positions may cause a job order to complete Note If there is at least one named hire the Employer must report the hiring results of all unprocessed referrals in previous stages before the number of position can be decreased to complete the job order It is very important the Employer always provide results for Job Seekers who have been hired not hired as positions will not be advanced unless all referrals in a part
37. t reopen when a FTR occurs The JRS automatically advances the position to the next Match Stage FTR at Match Stage Four or Five of a Trainee Apprentice Job Order If an FTR is reported in the Named Hire Stage within the 30 calendar days the position reopens and the Employer can fill the position again This process can be performed repeatedly until the stage expires Once the stage has expired the Employer can either reinitiate the job order reduce the positions to equal the number of hires or cancel the job order if there are no hires The employer can also opt to create a new job order if they wish to alter the requirements Employer Service Manual Page 30 of 42 August 2012 Section 11 Lay Offs and Recalls Lay offs subject to recall As per Article 12 4 1 of the BNA the Contractor shall lay off employees by classification as follows Firstly employees who at the time of hire were not residents of the Province of Manitoba Secondly residents of the Province of Manitoba other than the Manitoba residents set out in c d amp e below Thirdly Northern Residents other than Northern Residents set out in d amp e below Fourthly Northern Aboriginals other than those Northern Aboriginals set out in e below Northern Aboriginals referenced in Article 12 1 1 3 a Important Employers should review this section of the BNA for further information on lay offs Northern Aboriginal who were hired as a
38. to fill the positions requested when the stage expires the JRS automatically advances vacant positions to Match Stage Three Match Stage Three The JRS has 48 hours excluding weekends and holidays to refer qualified Manitoba job seekers to the Employer These Manitoba job seekers were not referred in Match Stage One or Two of the job order As in Match Stage One to create a list of candidates the JRS searches the database for qualified job seekers In this match stage job seeker s with an active registration their skills information matching or exceeding the job requirement the job credentials are current and valid and their residency is used If the Union would like their members to be referred at this stage the member must complete the job seeker registration full provide all required documents for verification and be active in the JRS system Refer to JRS website to obtain details on registration documentation On the referral list randomization occurs to ensure a fair and equitable process The Referral List contains the names and telephone numbers of job seekers and is automatically forwarded to the Employer The JRS searches the database every six hours for qualified candidates until the 48 hour expires When qualified job seekers are found the Referral List is created once again and is forwarded to the Employer to interview candidates until all positions are filled or the list is exhausted The Employer must ensure th
39. to the JRS system forward the following information to the JRS report the person s name and reference number or Social Insurance Number reporting date job order number match stage at which the lay off took place Note The Forms can be printed from the Job Referral Service JRS website gov mb ca jrs wuskwatim index html Follow the steps to login outlined in this document under Appendix Getting Forms from the Website Employer Service Manual Page 32 of 42 August 2012 12 3 TRANFER IN PROCESS Employer Service Manual Page 33 of 42 August 2012 Employer Service Manual Page 34 of 42 August 2012 Section 12 Transfer In 12 3 Process As per Article 12 3 of the BNA an Employer may request an individual to be transferred to the Project The following process should be followed The Employer must submit the request for a transfer to the Council and Association HPMA at least five working days in advance of the time the person is required on the site If the transfer request is approved the HPMA advises the JRS of the name and classification for the particular individual to be transferred as well as the name of the Employer requesting the transfer The JRS confirms receipt of approval with the Employer Employer completes a JRS Transfer In form DO Ke 4 N Note Enter Employer Name Enter Transferee Name and Phone Number Enter NOC and Job Title Enter the NOC U
40. ualified Job Seekers according to the BNA preferential hiring criteria A list of names and contact numbers is generated from the system in a random unbiased order Following the instructions on the Referral List the Employer contacts interviews and hires qualified candidates The Employer notifies JRS in Thompson of the results i e hires rejections as well as anyone who fails to report for work is laid off if subject to recall or is being recalled Reports The JRS system automatically generates notifications to specific organizations such as the Employer Referral Agent i e Union Allied Hydro Council Camp Security Desk at each step in the referral process when a job order is submitted changed completed Job Seekers are hired laid off recalled or fail to report Employer Service Manual Page 7 of 42 August 2012 Section 2 Roles and Responsibilities Job Referral Service JRS Responsibilities gt o Will follow the terms and conditions as set out by Manitoba Hydro and the BNA Will liaise with Manitoba Hydro regarding issues concerns relating to the BNA and delivery of the Job Referral Service JRS Will work with advise support third parties i e unions employers job seeker managers Will produce provide communication materials where applicable Will answer enquiries about the JRS Will assist register job seekers for employment opportunities at any Employment Manitoba Centre in Manitoba
41. ument under Appendix Getting Forms from the Website Employer Service Manual Page 10 of 42 August 2012 2 9 DIRECT HIRE HIRING PROCESS Employer Service Manual Page 11 of 42 August 2012 Employer Service Manual Page 12 of 42 August 2012 Section 4 Direct Hire 2 9 Hiring Process In addition to the 12 1 and 12 3 hiring processes Employers who are awarded a contract under Article 2 9 of the BNA may hire northern Aboriginal workers through the 2 9 hiring process Direct Hire The Employer must be deemed by Manitoba Hydro as a Northern Aboriginal Employer as per Article 2 9 of the BNA Prior to hiring under the 2 9 Direct Contract Hiring Procedure the Northern Aboriginal Contract submits to Employment Manitoba to verify the job seekers as a northern Aboriginal Lastname and social insurance number or Lastname and JRS Reference To qualify for hiring under the 2 9 Direct Contract Hiring Procedure the job seeker must Register in the JRS Registration must be Active Provide documents to be verified as a northern resident as defined in BNA article 13 and as an Aboriginal person or e Wuskwatim Project qualified members of the Nisichawayasihk Cree Nation who live in Manitoba e Keeyask Project qualified members of the Fox Lake Cree Nation Tataskweyak Cree Nation War Lake First Nation York Factory First Nation who live in Manitoba The job seeker must be verified by the JRS prior t
42. vice The Job Referral Service JRS was developed and is currently administered by the Employment Manitoba branch within the Department of Manitoba Entrepreneurship Training and Trade ETT The JRS allows Employers to more easily and equitably hire qualified workers based on a particular project s collective agreement For example the Burntwood Nelson Agreement BNA sets out specific regulations with which all parties must comply The JRS has been organized into three components Registration Referrals and Reporting Registration The Employment Manitoba Thompson Centre is the lead Centre for all JRS activities However each of the 16 Employment Manitoba Centres located around the province accepts registrations from Job Seekers Through the JRS a pool of qualified Job Seekers registers prior to the jobs becoming available Job Seekers can update their registration anytime to increase chances for referral to Employers Job Seeker registrations expire and go dormant within six months of activation The onus is on the Job Seeker to review and renew their registration should they still wish to be referred to job opportunities Referrals Job Orders The Employer places a job order with the JRS in Thompson using job profiles to describe the qualifications required for a particular occupation With respect to Manitoba Hydro Northern Generating Station Projects the JRS has a specified time frame to match the Employer s request with q
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