Job Referral Service

Transcription

1 Job Referral Service Job Seeker Manager (Registration Agency) Service Manual April 2011

2 Job Seeker Registration Agency Manual

3 Table of Contents SECTION 1: OVERVIEW OF THE JOB REFERRAL SERVICE... 3 Registration... 3 Referrals (Job Orders)... 3 Reports... 3 SECTION 2: ROLES AND RESPONSIBILITIES... 4 Job Referral Service (JRS)... 4 Registration Agency (Job Seeker Managers)... 5 SECTION 3: REGISTRATION AGENCY REGISTRATION... 6 Initial Registration... 6 Updates to Registration... 6 SECTION 4: DETERMINING SERVICE ACTION... 7 General Information... 7 New / Initial Registration... 7 Update Information... 7 Registration Renewal... 7 SECTION 5: TECHNIQUES TO GATHER INFORMATION AND PERFORM JOB SEEKER ASSESSMENT... 8 Assessing Job Seeker Skills... 8 Interview Process... 8 Good Communication Skills... 9 How can we improve our listening?... 9 Clarifying/Questioning Common mistakes in questioning Paraphrasing/Summarizing Reflecting Non-Verbal Communication (Body Language) Body Language Tips SECTION 6: EMPLOYMENT PROSPECTS FOR JOB SEEKERS SECTION 7: BNA PREFERENTIAL HIRING CONSIDERATIONS BNA - Article 12 - Job Seekers Referred to Employers via the JRS System BNA - Article Job Seekers Direct Hired by Employers BNA - Article 13 - Definition of a Northern Resident and Northern Aboriginal BNA Letter of Agreement No.4 - Special Measures BNA Letter of Agreement No.23 - Special Measures for the Keeyask Generating Station Project SECTION 8: GETTING FORMS FROM THE WEBSITE SECTION 9: REGISTRATION What Job Seekers Need to Know When Registering Documents Job Seekers Need to Provide when Registering Registration Package Overview Updating a Registration Renewing a Registration Submitting Information to Employment Manitoba Job Seeker Registration Agency Manual

4 SECTION 10: JOB SEEKER REFERRAL AND EMPLOYMENT PREPARATION SECTION 11: NOTIFICATIONS AND TASKS Notification SECTION 12: REPORTS JRS System - Monthly Reports Outside of JRS System - Monthly Reports SECTION 13: GUIDELINES/TRAINING/COMMUNICATION MATERIALS SECTION 14: SUPPORT General Information Registration Support and JRS Password Reset Contacts at the Thompson Support Unit (TSU) Manitoba WebLink Support and Passcode Reset Service Standards SECTION 15: LIST OF REGISTRATION FORMS The Forms can be printed from the Job Referral Service (JRS) website Note: Follow the steps to login outlined in this document under the section called Getting Forms from the Website. Job Seeker Registration Agency Manual 2

5 Section 1: Overview of the Job Referral Service 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. Job seekers are also encouraged to utilize the online service to register and update their information. 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 will 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 employment opportunities. Referrals (Job Orders) The Employer places a job order with the JRS unit 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 unit has a specified time frame to match the Employer s request with qualified 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. JRS system generates regularly scheduled reports that are distributed to the Agency. These reports are also accessible online. In addition, there are other monthly reports for statistical purposes generated and distributed outside of the JRS system. Job Seeker Registration Agency Manual 3

6 Section 2: Roles and Responsibilities Job Referral Service (JRS) Responsibilities: 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. 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. Will follow the terms and conditions as set out in the agreement for providing job seeker registration services between the Government of Manitoba and the Agency. Job Seeker Registration Agency Manual 4

7 Registration Agency (Job Seeker Managers) Responsibilities: Will inform members about the JRS, including those that have completed Hydro Pre- Project Training (HPPT) courses. Will review and explain the project(s) Notice and Consent Form(s) to job seeker prior to collection of their information. Will only register members who have given the Agency permission to become their Job Seeker Manager (JSM). Should a question arise around a member authorizing the Agency to act on their behalf, the JRS will require the Agency to produce this authorization in writing. Will review workforce expectations with its members, e.g. carpenters may not be required until year three of construction. Will inform members of the identification and documents verification requirements. Will perform an assessment of skills and experience. Will advise members they should renew registration every 6 months in order to ensure an active registration with up-to-date information Will ensure the information recorded on members registration is accurate and reflects the information as provided. Will assist members in completing registration packages and submit same to JRS with copies of the verification documentation. Registration for Work Form Employment History Form Education Form References (Optional) Registration Declaration Form Skills Profile(s) Will ensure job seekers registration is up-to-date. Will prepare job seekers for interview with potential employers. Will ensure registrations are forwarded to the JRS in a timely fashion. Will ensure the registration forms being used are current and up-to-date. Will provide general information to the community regarding the JRS. Will follow the terms and conditions as set out in the agreement for providing job seeker registration services between the Government of Manitoba and the Agency. Job Seeker Registration Agency Manual 5

8 Section 3: Registration Agency Registration Initial Registration All third parties utilizing the Job Referral Service (JRS) is required to formally register with the JRS. The information obtained will be entered into the system. Please complete the registration form as per the following process: Registration Process 1. Check the box labeled New. 2. Check off Preferred Training Location, i.e. Thompson or Winnipeg 3. Enter company Operating Name. 4. Enter company Legal Name. 5. Enter Office Name, e.g. a Registration Agency may have their head office in Winnipeg, but may have a branch office in Thompson. 6. Enter Office Address, including office phone and fax numbers. 7. Enter Business Number. 8. Enter the name of a Contact Person. 9. Enter Primary Contact Person Information. 10. Enter Additional Contact Person Information. 11. Sign and Date completed Agency Registration form and fax to the JRS at Important Mandatory fields are marked on the form with an asterisk (*). Note: The Forms can be printed from the Job Referral Service (JRS) website Follow the steps to login outlined in this document under the section called Getting Forms from the Website. Updates to Registration If there are any changes to be made to the initial registration, such as a new contact person, etc., check the update box at the top of the Registration form; enter Registration Agency name and new information. Check the box labeled Update. 1. Sign and Date updated Registration form and fax to the JRS at Job Seeker Registration Agency Manual 6

9 Section 4: Determining Service Action The Registration Agency will have to determine the service action required when a job seeker requires assistance. There are four possibilities to consider. General Information Inquiry New Registration Update Information Registration Renewal General Information Questions about how to register or what jobs are available may be asked. Communication material, such as brochures and posters will be available to give to potential job seekers. New / Initial Registration The job seeker has skills that will be needed on the project and wants to register in the system. Job seekers should be encouraged to wait to register until close to the time their skills will be needed. If the job seeker insists on registering, the registration can be taken but the job seeker must remember to renew their registration every six months. Update Information The job seeker has already been registered with the JRS but there may have been a change in his/her information, work experience, education, etc. (e.g. change of phone number, additions/deletions to the skills profile.) These updates are not considered renewals as they do not include verification of residency, and a new renewal expiry date is not calculated. Registration Renewal At the end of a six month period after registration the job seeker s registration will expire. If the registration is allowed to expire, the job seeker will not be matched to any job orders. Job seekers must renew by reviewing their registration with Agency staff. A renewal requires the verification of an individual s residency and if applicable, can include other updates to the registration. When a renewal is completed, the registration/renewal date on the job seeker record will be extended for another six month time period. If the job seeker requests that a renewal be done prior to the end of a six month period, a recalculation of a new registration renewal expiry date is done. The JRS system will calculate the new expiry date from the date of the renewal being approved. Job Seeker Registration Agency Manual 7

10 Section 5: Techniques to Gather Information and Perform Job Seeker Assessment Assessing Job Seeker Skills There is a difference between what the applicants say they did and what they actually did; and what they can do and what they chose to do. The best predictor of future behaviour is past behaviour in a similar situation. By soliciting examples of what was done in the past and how they performed the specific tasks or function, the interviewer can assess the difference. Interview Process Each interview with a job seeker will proceed through the following five steps. Verbal and nonverbal communication skills, including active listening, questioning techniques, paraphrasing, reflecting and using body language, must be used at each step in the process. 1. Open the interview a. Greet the job seeker and make introductions b. Give purpose of the interview c. Assess job seeker s commitment 2. Gather/verify information a. Ascertain job seeker s skills b. Determine when the skills will be needed c. Get documentation for residency, ancestry, credentials 3. Plan of action a. Ascertain if more training is needed b. Ascertain if job seeker skills match occupational needs c. Decide when application should be made as per job schedule 4. Record information a. Recording document viewed and expiry dates b. Photocopy or scan document c. Provide Thompson Centre with the registration and documents 5. Summarize a. Summarize the information obtained b. Summarize the plan of action c. Emphasize the renewal process Job Seeker Registration Agency Manual 8

11 Good Communication Skills Acknowledge others communicating with you verbally and non-verbally. Rephrase thoughts. It is often good to rephrase and repeat what is being said to you back to those who are speaking. This insures not only that you understood what they said but more importantly what they meant. Give examples. Using examples or personal experiences is a helpful way to communicate your ideas. Use good diction. Speaking clearly and distinctly is extremely important. People may miss your point if you are hard to understand. Maintain a positive attitude. You can communicate with a positive attitude whenever you speak. People will be more interested in what you say if you are using a positive sentence structure. Listen actively. Listening is the key in developing any type of relationship. For example, take the opportunity to really listen to the individual as they discuss their skills and experience to help them build upon their skills profiles. Interpret. Read between the lines of what is being said. Some people have a hard time expressing themselves. You can help them by trying to interpret what they mean. Share. Sharing your ideas is a personal effort to relate to others. Build trust. You need to build a bond of trust between you and the others in the conversation. Make them feel more at ease and they will be more likely to exchange ideas. Make a connection. True communication requires a connection between the parties to a conversation. Try to build a connection. Find a common ground or common interest to open the way to a good conversation. How can we improve our listening? Good listening requires that you play an active role in the listening process. Getting the sender of the message involved with the receiver is an excellent means of creating a two-way communication. The technique of making the process of communication two-way is called active listening, which as the name suggests is an active not a passive process. The steps in active listening are: A sends a message B receives a message. This involves concentrating fully on what is being said. B states what she/he has understood but makes no evaluation. A either agrees with B s interpretation or, if not, sends the message again. This process is continually repeated until understanding by both parties has been achieved. Job Seeker Registration Agency Manual 9

12 Clarifying/Questioning Clarifying means asking questions until you are both confident that you have understood. Since your goal is to understand what is being said, you may need to get more historical information to accomplish that objective. Doing this also lets the other know that you are truly interested in understanding him/her. There are two types of questions that are useful in clarifying your understanding - Yes/No questions and open-ended questions. Yes/No questions involve asking a question that requires only a Yes or No response. If you use this type of closed question, you can expect to get a very short answer. It can be used to obtain information about a person s education, employment history, past achievements and determines if a person has the technical knowledge necessary to do the job. Examples: Do you have a driver s licence? What size of budget did you manage in your last position? Have you ever mixed concrete? Open-ended questions elicit more information than a yes or no from the speaker. They provide information about what the person has done in the past, yield information that describes what the person thinks about a given topic and can evoke detailed accounts of specific events from the person s past. Examples: What were your duties in your last job? Describe a typical day at your last company. What courses have you taken? How did you feel when that happened? Common mistakes in questioning 1. Asking two or three questions at once. 2. Changing the nature of the question in the middle of it. 3. Ambiguous questions 4. Answering the question that you asked, before the client gets a chance to answer. 5. Asking leading or rhetorical questions. A leading question is any question phrased in such a way that it appears to the respondent that the interviewer expects a certain answer. An example of a leading questions is Why did you leave your last job, didn t you like it?. 6. Overuse of closed questions. Job Seeker Registration Agency Manual 10

13 Paraphrasing/Summarizing This is concerned with the factual side of the message and involves stating back to the speaker the listener s understanding of the information. This paraphrasing should take place at regular intervals and has the advantage of: Checking understanding Offering opportunities for clarification Showing the speaker that you have been listening to what has been said, thus demonstrating your interest. Giving the speaker feedback on how well the message has been expressed. Useful phrases are: As I understand it, what you are saying is So your point is that There are some benefits to paraphrasing. People deeply appreciate it when they know that the person they are talking to really understands them. It also prevents any misunderstandings from occurring. If you are prone to impulsive angry reactions, paraphrasing will help you to avoid this. You will also be distracted less easily and remember what was said more frequently. Reflecting In reflective listening, the central questions for the listener are not What can I do for this person? or even How do I see this person? but rather How does this person see himself and his situation? Listening orientation contains four components: empathy, acceptance, congruence and concreteness. Empathy is the listener s desire and effort to understand the person. The empathic listener tries to get inside the other s thoughts and feelings. Expressed verbally and non-verbally through messages such as I follow you I m with you or I understand, empathy is the listener s effort to hear the other person deeply, accurately and nonjudgmentally. Empathy is surprisingly difficult to achieve. We all have a strong tendency to advise, tell, agree or disagree from our own point of view. Acceptance is closely related to empathy. Acceptance means having respect for a person for simply being a person. Acceptance should be as unconditional as possible. This means that the listener should avoid expressing agreement or disagreement with what the other person says. This attitude encourages the other person to be less defensive and to explore aspects of self and the situation that they might otherwise keep hidden. Congruence refers to openness, frankness, and genuineness on the part of the listener. Congruent listeners are in touch with themselves. If angry or irritated, for example, congruent people admit to having this feeling rather than pretending not to have it (perhaps because they are trying to be accepting). They communicate what they feel and know, rather than hiding behind a mask. Candor on the part of the listener tends to Job Seeker Registration Agency Manual 11

14 evoke candor in the speaker. In some cases, the principle of congruence can be at odds with the principles of empathy and acceptance. For example, if the listener is annoyed with the other person, they probably have to suspend empathy and acceptance until they sort things out. Concreteness refers to focusing on specifics rather than vague generalities. The listener can encourage concreteness by asking the speaker to be more specific. For example, instead of agreeing with a statement like You just can t trust a manager. They care about themselves first and you second, you can ask for examples of specific incidents. In active listening, it is important not only that the listener have an orientation with the four qualities of empathy, acceptance, congruence and acceptance, but that the speaker feels that the listener has this orientation. Consequently, a good listener tries to understand how the other is experiencing the interaction and to shape their responses so that the other person understands where they are coming from. Furthermore, the listener must be prepared to deviate from the four principles if that s what the other person wants. For example, if the other person asks for an opinion, the listener should give it, rather than avoid it as implied by the principles of empathy and acceptance. Non-Verbal Communication (Body Language) What image do you project to others non-verbally? Body language is the unspoken communication that goes on in every face-to-face encounter with another human being. It tells you their true feelings towards you and how well your words are being received. Between 60-80% of our message is communicated through our body language, only 7-10% is attributable to the actual words of a conversation. Whenever there is a conflict between the words that someone says and their body signals and movements, we almost always believe their body. Body Language Tips Eye contact Maintaining good eye contact shows respect and interest in what they have to say. Keep eye contact around 60-70% of the time. By doing this you won t make the other people feel self conscious. Instead it will give them a feeling of comfort and genuine warmth in your company, any more eye contact than this and you can be too intense, any less and you give off a signal that you are lacking interest in them or their conversation. Head position When you want to feel confident and self assured, keep your head level both horizontally and vertically. You can also use this straight head position when you want to be authoritative and what you re saying to be taken seriously. When you want to be friendly and in the listening, receptive mode, tilt your head just a little to one side or other. You can shift the tilt from left to right at different points in the conversation. Job Seeker Registration Agency Manual 12

15 Arms Keeping your arms out to the side of your body or behind your back shows you are not scared to take on whatever comes your way and you meet things full frontal. In general terms, the more outgoing you are as a person, the more you tend to use your arms with big movements. The quieter you are the less you move your arms away from your body. When you want to come across in the best possible light, crossing the arms is a no, no in front of others. Angle of the body Lean slightly forward. Interested people always pay attention and lean forward. Leaning backwards demonstrates aloofness or rejection. We angle toward people we find attractive, friendly and interesting, and angle ourselves away from those we don t. Hand gestures Palms slightly up and outward is seen as open and friendly. Palm down gestures are generally seen as dominant, emphasizing and possibly aggressive, especially when there is no movement or bending between the wrist and the forearm. This palm up, palm down is very important when it comes to handshaking. You should always offer a handshake upright and vertical, which should convey equality. Distance from others Move within six to eight feet of your client. Stand too close and you ll be marked as Pushy or In your face. Stand or sit too far away and you ll be Keeping your distance or Stand-offish. Neither are what we want, so in a group situation observe how close all the other people are to each other. Also notice if you move closer to someone and they back away, you re probably just a tiny bit too much in their personal space, their comfort zone. Ears You ve got two ears and only one mouth, so try to use them in that order. If you listen twice as much as you talk you come across as a good communicator who knows how to strike up a balanced conversation without being me, me, me or the wallflower. Job Seeker Registration Agency Manual 13

16 Section 6: Employment Prospects for Job Seekers Year 1 and 2: Approximately 150 workers required to build the camp access road, camp, sewer and water systems. Work for heavy equipment operators, mechanics, labourers, truck drivers, service people, janitors, security guards and food service personnel. Years 3-6: Approximately 500 skilled tradespeople, journeyperson and apprentices required to build temporary and permanent dams, powerhouse, station and converter stations and install generators and turbines. Work for carpenters, concrete workers, drywall installers, electricians, millwrights, ironworkers, painters, drillers, pipefitters/steamfitters, sheet metal workers and people with general construction skills. Note: Visit the Manitoba Hydro website at for updated information on a regular basis. Job Seeker Registration Agency Manual 14

17 Section 7: BNA Preferential Hiring Considerations BNA - Article 12 - Job Seekers Referred to Employers via the JRS System 1. Qualified northern Aboriginals who live within the Churchill/Burntwood/Nelson River (CBNR) area and communities listed in the BNA, and members of the Nisichawayasihk Cree Nation (Wuskwatim project) or a KCN (Keeyask project), who live in Manitoba 2. Qualified northern residents living north of the Northern Affairs boundary line who are members of a union involved in the project 3. Qualified northern Aboriginals living north of the Northern Affairs boundary line but NOT within the CBNR area and NOT within the communities listed below 4. Qualified northern Manitobans living north of the Northern Affairs boundary line 5. Qualified Manitoba union members 6. Qualified Manitoba workers living south of the Northern Affairs boundary line 7. Qualified Employer Named Hire CBNR Region and Surrounding Areas 1. The area from Granville Lake downstream to Hudson Bay; 2. The area from south Indian Lake downstream to Split Lake; 3. The area form the outlet of Lake Winnipeg downstream to Hudson Bay; 4. And, the following communities: a. South Indian lake b. Granville Lake c. Nelson House d. Ilford e. Wabowden f. Thicket Portage g. Pikwitonei h. Norway House i. Cross Lake And, the towns of: j. Leaf Rapids k. Churchill l. Gilliam And the City of: m. Thompson And: n. Nisichawayasihk Cree Nation o. Tataskweyak Cree Nation p. York Factory First Nation q. Fox Lake First Nation r. War Lake First Nation s. Norway House Cree Nation t. Cross Lake First Nation Job Seeker Registration Agency Manual 15

18 BNA - Article Job Seekers Direct Hired by Employers A northern Aboriginal contractor shall be defined as a Manitoba business: a) that is at least 50% owned by an Aboriginal resident(s) or organization(s) and b) that is based in or whose Aboriginal owner has resident within the Northern Affairs boundary for a cumulative period of 5 years or more. Prior to such a hire, the person to be hired provides the JRS with information that confirms he/she qualifies as a Northern Aboriginal in accordance with Article (see Also Article 13 for definition of Northern Aboriginal). BNA - Article 13 - Definition of a Northern Resident and Northern Aboriginal When the term Northern Aboriginal is used in this Agreement, it shall mean Status Indians, Métis, Non-Status Indians and Inuit who qualify as Northern Residents in accordance with the definition set out in Article For purposes of this Agreement and subject to the provisions set out below, a person shall be deemed to be a Northern Resident if the person has resided in that part of Manitoba north of the Boundary as set out in Schedule D for: a) a period of five (5) years accumulatively, or more; and b) a period of (6) consecutive months, or more, immediately prior to being referred to employment or re-employment without being absent during that six (6) month period from the employment preference zone for more than six (6) weeks accumulative, except as may be provided for in Article 13.5, 13.6 and BNA Letter of Agreement No.4 - Special Measures Notwithstanding the provisions of Article 13.2, all candidates who are members of Nisichawayasihk Cree Nation, are residents of Manitoba, and are registered with the JRS, shall be deemed to be Northern Aboriginals residing within the Churchill/Burntwood/Nelson River area as described in Article (a). BNA Letter of Agreement No.23 - Special Measures for the Keeyask Generating Station Project Notwithstanding the provisions of Article 13.2 to 13.7 inclusive, all candidates who are members of a KCN, are residents of Manitoba, and are registered with the Province of Manitoba (as the job placement and referral agency for the Project), shall be deemed to be Northern Aboriginals residing within the Churchill/Burntwood/Nelson River area as described in Article (a). Note: Visit the Manitoba Hydro website at to access the Burntwood Nelson Agreement (BNA) in more detail. Job Seeker Registration Agency Manual 16

19 Section 8: Getting Forms from the Website 1. Access the JRS website ( ) 2. Click on the link to Organization Secure Login located at the bottom right hand corner of the screen. 3. Click on the word Job Seeker Managers (Registration Agency). 4. The following box appears: 5. Enter the user name jobreferral and tab. 6. Enter the password agency. 7. Click the OK button. 8. The Job Seeker Manager (Registration Agency) page appears.click on the appropriate link to obtain the necessary forms to fill out. Job Seeker Registration Agency Manual 17

20 Section 9: Registration What Job Seekers Need to Know When Registering Job seekers are expected to: understand they have given permission for the Agency to manage their registration on their behalf, provide accurate and honest information, provide documents to verify identity, project specific information and credentials, advise the Agency of updates to any recorded information, including contact information, ready, willing and able to accept employment. Job seekers must use the service to register. Some exemptions apply for each project (i.e. transfer-ins) Job seekers must review the Notice and Consent Form (FIPPA) Job seekers must complete a registration package. The JRS matches employer job order requirements to qualified job seekers following the preferences set out in the BNA. Job seekers must renew their registration every six months to verify the accuracy of their information and confirm interest in seeking work. Job seekers must advise the JRS if they are withdrawing consent for the Agency to manage their registration Job seekers should renew/update their registrations through the Agency. Documents Job Seekers Need to Provide when Registering Social Insurance Number JRS needs to view the SIN card or any federal document such as an Income Tax Return as proof of Social Insurance Number. Job seeker can provide the SIN card by: in person, mail or fax or . If the SIN card is provided by mail, a copy of the SIN card is sufficient. Do not send the original. Personal Identification A document issued by a government body that confirms name and current address, such as a Manitoba Health card. Information regarding age and gender are not required. Skills Information certificates or diplomas, a course or trade diploma, apprenticeship documents, driver s licence, First Aid certificate, etc. Project-specific information -- such as residency verification. These documents will give the job seeker eligibility for Preferential Hiring consideration o Treaty card o Evidence of residency - A dated telephone or Hydro bill or government document that shows name and address. Documentation concerning the completion of a specific Hydro Pre-Project Training course. Job Seeker Registration Agency Manual 18

21 Registration Package Overview A hard copy registration package shall consist of the following forms downloaded from the JRS Website or obtained directly from one of the JRS offices: 1. Instruction Sheet Instructions for completing the registration package and documentation to be verified and/or submitted with the registration information are provided on this sheet. 2. Notice and Consent Form The Freedom of Information and Protection of Privacy Act (FIPPA) provides protection to individuals in the collection, use and disclosure of personal information held by public bodies. The basic principle of privacy protection is that personal information may only be collected, used or disclosed with the knowledge and consent of the person concerned, unless authorized by law. The act ensures access to an individual s information stored by government while protecting that individual s personal information held by the government. Personal Information means information about an individual such as: The individual s name The individual s Social Insurance Number (SIN) The individual s home address, home telephone number, facsimile, address and any other contact information which the job seeker s deems necessary Information about the individual s residency Voluntary information about the individual s date of birth Voluntary information about the individual s Aboriginal status Information about the individual s education Information about the individual s experience and skills, including trade certification or professional designation, driver s license Information about the individual s union status Information about the individual s English language abilities An identifying number (JRS Unique Reference Number) assigned to the individual. The information must be obtained in a manner that is consistent with legislative provisions under The Freedom of Information and Protection of Privacy Act. A separate Notice and Consent Form is required for each project. The Agency shall ensure the individual is informed of: The purpose for which the personal information is collected How the information is to be used and disclosed Who in the Agency s organization can answer questions the individual may have about his or her personal information His or her right of access to the information. Third parties, such as employers and unions will have access to the personal information Job Seeker Registration Agency Manual 19

22 3. Registration for Work Form Personal information is collected on this form, such as name, address etc. Check the box that indicates the reason why this form is being completed - either a new registration or a registration renewal. 4. Employment History Form This information will help to assess and determine which skills profiles should be completed for that job seeker. The job seeker can attach a current resume or complete the Employment History form. 5. Education Information Form This information will help to assess what type of training a job seeker has undertaken. 6. References Form (Optional) This information is used to confirm employment history. 7. Registration Declaration Form The Burntwood Nelson Agreement (BNA) outlines specific hiring considerations. The Registration Declaration identifies the job seeker as having an eligibility outlined in the BNA Agreement (if applicable). Eligibility factors are: 1. Aboriginal Groups - Status - Non-Status - Métis - Inuit Northern Aboriginal residents, as well as members of the Nisichawayasihk Cree Nation (Wuskwatim project) or a member of a KCN (Keeyask project) residing in Manitoba, will need to provide evidence of their Aboriginal ancestry. An example of a document used for verification purposes would be a Certificate of Indian Status (treaty card). If the individual is unable to provide documentation please select can t provide. 2. Aboriginal Band Membership If the ancestry recorded was Status, the band to which the job seeker belongs should be declared. Identify whether the band is from Manitoba or out-of-province. The treaty card shown for the Aboriginal Ancestry field would be used as verification. Job Seeker Registration Agency Manual 20

23 Residency (proof of where the job seeker lives) - Northern Manitoba - CBNR (Churchill/Burntwood/Nelson River Area) - Manitoban - Outside of Manitoba Northern Manitoban is a person who has resided in the part of Manitoba north of the boundary identified in the BNA for a minimum of five years during their lifetime plus a minimum of six consecutive months immediately prior to registration for employment or re-employment. The following conditions and exceptions apply: Time spent in employment on the project shall not be counted towards acquiring northern residency status A northern resident who is absent from the employment preference zone for a period not exceeding six weeks during the six month period immediately prior to registration shall continue to be considered a northern resident. A person who is absent from the employment preference zone for a period of more than six weeks, during the six month period prior to registration, for purposes of receiving medical treatment or attending a recognized educational institution is considered to be a northern resident. A person who is absent from the employment preference zone for the prior six month period or one who was absent from the employment preference zone for a period exceeding six weeks will be required to reside in the employment preference zone for a minimum of six consecutive months before that person is deemed to be a northern resident. A person who was employed on the project as an apprentice, was laid off and absent from the employment preference zone for a period not exceeding 180 days from the date of lay-off for employment and/or training, and is a member in good standing of the applicable local union is considered to be a northern resident. A person who qualified as a northern aboriginal and successfully completed a recognized pre-project training program sponsored by Manitoba, Canada and/or Manitoba Hydro, and who left the employment preference zone for a period not exceeding 90 days in order to gain relevant work experience shall be considered a northern Aboriginal. A member of the Nisichawayasihk Cree Nation (NCN) living anywhere in Manitoba is considered to be a resident of northern Manitoba regardless of his/her primary address. CBNR area has been identified by the BNA. Northern Aboriginals who reside in the 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 Potage, Pikwitonei, 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 live in the CBNR. Job Seeker Registration Agency Manual 21

24 Acceptable documentation may include: School or government correspondence that includes name, address and date of issue. Six consecutive months of hydro or phone bills. Manitoban is a person who has established a residence in Manitoba within the past 60 days and continues to reside within the Province of Manitoba. Acceptable documentation may include: Manitoba Health Services card. Outside of Manitoba is used when job seekers reside outside of Manitoba. Note: If none of these documents are available, please indicate the job seeker cannot provide. JRS will contact the job seeker to discuss the situation Union The unions involved in the project are listed on the registration form. If the job seeker is a member of one of the listed unions, select the appropriate one. The JRS will verify the job seeker is a member in good standing. Pre-Project Training Hydro Pre-Project Training (HPPT) programs were offered to northern Aboriginals funded through the Hydro Northern Training and Employment Initiative (HNTEI). It is important to identify Job seekers who had taken HPPT training or have successfully completed one or more of these training programs. The document used to identify an individual who has completed an HPPT training program is called a Certificate of Completion of a Hydro Pre-Project Training (HPPT). This document must be presented to record the successful completion of a training program. 8. Skills Profile Form The qualifications of a job seeker are captured in the Skills Profile. An assessment of the job seeker must be done to determine which skills profile or profiles should be complete. One job seeker may complete and submit a number of skills profiles. A job seeker must have at least one skills profile attached to his/her registration they can be matched to employment opportunities. The job seeker should be encouraged to provide as much information and detail as possible to ensure that they are eligible for as many referrals as possible. Mandatory questions are flagged with an asterisk (*). Copies of credentials for verification must be provided. Examples of documents used for verification purposes are driver s licences, certificates and diplomas. If a document contains an expiry date, such as a driver s licence or a CPR Certificate, it must be recorded in the Expiry Date field. Job Seeker Registration Agency Manual 22

25 Job seekers who wish to be considered for a training position (non-designated trade) or an apprenticeship position (designated trade) must select the applicable occupations listed under the Job Development category. Note: If the job seeker has attained their Journeyperson status or trade certification, they are no longer qualified for training positions. De-select all applicable occupation(s) under the category called Job Development within the relevant skills profile. Updating a Registration An update occurs whenever a job seeker wishes to change or add information to his or her registration. This may be the result of missing information at the initial registration or a change, such as a new address or graduation from a training program. An update does not change the expiry date of the registration record. Please follow the procedures below when using hard copy registration forms: 1. Check the Update/Renewal box on the Registration to Work Form. 2. Enter the job seeker s name and SIN or name and reference number. 3. Enter the information being updated in the correct field on the registration form or the skills profile. 4. If the information being updated changes the eligibility or credentials of the job seeker, the same documents used for new registration verification are used to verify updates. 5. Copy any documentation that verifies the updated information and forward to the JRS. 6. Send the registration form, skills profile (if applicable), registration documents form, as well as the actual copies of the verifying documentation to the JRS Unit in Thompson. Renewing a Registration Job seekers must renew their registration every six months to keep their status available for matching. Renewal involves a review of all information and re-verification of residency, credentials and expiry dates. Please follow the procedures below when using hard copy registration forms: 1. Ask the job seeker to bring the copy of the registration record that was received after the initial registration was verified by the JRS unit in Thompson. 2. If the job seeker has the copy of the registration record with him/her, note the date of this renewal on the top of this copy. 3. Review all the information and re-verify residency, credentials and expiry dates. Note any changes on the copy. 4. Send the renewal with copies of the verifying documentation to the JRS unit in Thompson. 5. If the job seeker does not have a copy of the registration record, complete a new registration form, checking the Update/Renewal box. 6. Complete the registration as was done on the initial registration. 7. Send the renewal with copies of the verifying documentation to the JRS unit in Thompson. Job Seeker Registration Agency Manual 23

26 8. Inform job seekers that they will receive a new confirmation report of their registration renewal as soon as it has been verified and entered. Each completed renewal registration shall consist of the following: One Registration for Work form with, at minimum, name and Sin listed. Include other changes if applicable, e.g. address change, new phone number, etc. One Employment History form or resume, only if there are changes/updates to a job seeker s employment information which would provide information regarding skills and experience. One Education Information form, only if there are changes/updates to a job seeker s Education information. One Reference form (Optional), only if there are changes/updates to a job seeker s Reference Information. One Registration Declaration form (copy of residency document i.e. Northern or Manitoban, copy of HPPT Certificate of Completion if applicable. One or More applicable Skills Profiles, only if there are changes/updates to a job seeker s skills experience and/or credentials, e.g. individual has obtained a journeyperson credential or years of experience has changed (copy of credentials e.g. driver s license, journeyperson certificate). Submitting Information to Employment Manitoba Please follow the procedures below when using hard copy registration forms: The Agency will review the information prior to submission to the JRS to ensure all the required information has been collected and is recorded. Copies of the required verification documents will be collected. Once the Agency is satisfied the registration is complete, the Agency shall forward the information, in its entirety, to the JRS. The Agency shall not keep any copies of completed registration packages in their possession. The Agency will ensure the information is sent to Employment Manitoba in a timely manner. Delays could result in lost opportunities for job seekers. Job seeker registration information must exist in the JRS system before there is opportunity for referral to employment. Note: Manitoba will retain final approval and verification responsibilities for all registration and renewal documents. Job Seeker Registration Agency Manual 24

27 Section 10: Job Seeker Referral and Employment Preparation It is important the Agency advise their members of the process that can/will be used should an employer receive the individual s name on their list of referrals for a specific job order. Referral (Job Seeker) Contact Process: 1. Employer submits a job order to the JRS 2. JRS matches job order criteria to qualified job seekers 3. The JRS generates a referral list containing names and phones numbers 4. Referral list is forwarded to the employer 5. Employer processes list as per the BNA 6. Employer contacts individual using the phone numbers provided. If the Agency has chosen to be the first point of contact, the Agency tries and locates the individual as soon as possible to return the call 7. When the individual has been located, the Agency should take the opportunity to prepare the job seeker for the interview process 8. The job seeker returns the potential Employer s call within a reasonable time frame to be interviewed 9. If the job seeker cannot be located, the Agency will advise the Employer Note: 1. The Agency should have previously, during registration, asked the job seeker where they can be contacted etc. so they can be located in a timely fashion. 2. The Agency should advise the job seeker that Employers work after hours and on weekends. Potential Employers may try to make contact at any time of the day. 3. Time is of the essence when returning potential Employer s call because there could be many referrals for the position and the Employer needs to go forward with the interview process as soon as possible. 4. Should an Agency decide not to be a point of contact for their member(s), they should advise the job seeker to provide phone numbers which will allow the Employer the best chance of making contact with the job seeker. Job Seeker Registration Agency Manual 25