1 Working at fisheries and Oceans n orientation guide for new employees in the wfoundland Region 1+1 Fisheries Peches and Oceans et Ocean Canaa
2 Promoting the Understanding, Conservation and Beneficial Use of Our National Aquatic Resources Statement on Values The people of Canada have vested in the Minister of Fisheries and Oceans the leadership for understanding and conserving Canada's Aquatic Resources and facilitating their development and use, for the benefit of present and future generations. As employees of Fisheries and Oceans: Our Raison d'être: Our Clients Our Approach: Knowledge and Consultation Our Aim: Excellence Our Strength: Our People Our Pride: Our Organization We strive to manage and protect these aquatic resources and facilitate their development and use for the maximum benefit of the people of Canada and their owners and users. We seek and communicate knowledge and understanding to promote informed, confident and consultative decision-making which blends scientific and socio-economic consideration. We take pride in our world-class standard of excellence and integrity in all we do and continually seek to improve the quality of our programs and services. We recognize that the successful delivery of our programs and services rests in the dedication and enthusiasm of our departmental team who merit fair, honest and dignified treatment and recognition for their accomplishments. We work together, with a common purpose, in an atmosphere of mutual respect, open communications and accountability. 141 Fisheries Peches and Oceans et Oceans Canada
3 Northwest Atlantic Fisheries Centre, St. John's Headquarters of the Department of Fisheries and Oceans, Newfoundland Region.
4 Welcome to the Department of Fisheries and Oceans (DFO)! Our goal over the next few weeks is to make your introduction to your new job pleasant and informative. This booklet is an important part of your orientation. It contains general information on both the department and matters relating to employment in Canada's Public Service. If you have any questions about the department or about information contained in the booklet, your immediate supervisor, co-workers in your own section, or employees from the Personnel Branch will be able to help you.
5 Table of Contents Page The Department of Fisheries and Oceans The Regions 9 The Newfoundland Region I 0 Science Branch I 1 Fisheries & Habitat Management Branch 15 Inspection Services Branch 17 Area Offices 20 Harbours & Infrastructure / Management Services Branch 22 Fisheries Statistics & Systems Branch 25 Program Coordination & Economics Branch 25 Planning & Finance Branch 26 Communications Branch 26 Personnel Branch 26 Pay & Benefits - Entitlements Pay 28 Mandatory Deductions 30 Voluntary Deductions 32 Personnel File 32 Pamphlets and Booklets 33
6 Conditions of Work Other Interests Probation 36 Hours of Work 36 Time Off 36 Leave 36 Conflict of Interest 39 Political Activities by Public Servants 41 Government of Canada Security Policy / Personnel Security 43 Leaving Us 44 Your Rights 46 Employee Assistance Program 48 Occupational Health & Safety 48 Performance Appraisals 48 Training and Development 48 Position Classification 49 Staffing of Positions 50 Staff Relations 50 Incentive Awards 51 Employee Checklist 54
8 Newfoundland Region: Department of Fisheries and Oceans 2J Double Island K Newfoundland `m. Region ci Gulf Region St. John's 3L
9 The Department of Fisheries and Oceans is responsible for a wide range of activities which include: fisheries management, conservation, research and development in marine and inland waters fisheries habitat protection and management international fisheries negotiation maintenance of fish and seafood quality oceanographic research hydrographic surveying and charting development and administration of fishing and recreational harbours. At the national headquarters level the department is organized as a group of broad activity sectors: Corporate and Regulatory Management Policy and Program Planning Science Atlantic Fisheries Pacific and Freshwater Fisheries International The Regions The day-to-day operations of the department are carried out through a decentralized regional structure: Pacific Region: British Columbia and Yukon; headquarters Vancouver. Central and Arctic Region: The Northwest Territories, the prairie provinces and Ontario; headquarters Winnipeg. Quebec Region: The province of Quebec; headquarters Quebec City. Gulf Region: Prince Edward Island and sectors of the other Atlantic Provinces bounding on the Gulf of St. Lawrence and the Strait of Belle Isle (including southwestern and western Newfoundland from Grand Bruit to Cape Bauld and southernmost Labrador from the Quebec/Labrador border to Cape St. Charles); headquarters Moncton. 9
10 Scotia/Fundy Region: Southern and southwestern Nova Scotia, southern New Brunswick bounding on the Bay of Fundy; headquarters Halifax. Newfoundland Region: Southern, eastern and northeastern Newfoundland from Burgeo to the Avalon Peninsula to St. Anthony, and Labrador from Cape St. Charles north. Regional headquarters is the Northwest Atlantic Fisheries Centre, situated in the White Hills, St. John's. Nationally the department has about 6000 employees. In the Newfoundland Region the number ranges between approximately 750 and 950 seasonally, with highest employment during the peak summer fishing period. The Newfoundland Region Each Region is headed by a Director General and is organized into a set of support and operational or 'line' Branches through which the various internal and external departmental functions are carried out. In the Newfoundland Region these are: Branches of DFO, Newfoundland Region Operational Science Fisheries and Habitat Management Inspection Services Harbours and Infrastructure/ Management Services Support Fisheries Statistics and Systems Program Coordination and Economics Planning and Finance Communications Personnel
11 Science Branch The Science Branch is responsible for the department's fisheries and oceans research program in the inland waters of the Region and in marine waters from the Cabot Strait east to the Grand Banks and the Flemish Cap, and north to the continental shelf off Baffin Island. Scientific advice on freshwater and marine resources, based on a wide range of scientific and technical disciplines, is provided to those involved in regional, national and international deliberations related to protection, development and rational utilization of fisheries resources, and fish habitats. Additional research is undertaken in the fields of salmonid (salmon, trout and chant) enhancement, aquaculture, fish health, parasitology, fisheries ecology, oceanography, toxicology and hydrography. Scientists Ashore / Scientists at Sea
12 The Branch operates four research vessels: the WILFRED TEMPLEMAN (a research trawler), the SHAMOOK, the MARINUS and the GADUS ATLAN- TICA, a factory trawler converted for research work, on long-term lease. The Science Branch has five research divisions, a national DFO Centre of Disciplinary Excellence (CODE) and a Libraries Division. Groundfish Division This division provides biological advice to fisheries managers on 24 stocks of groundfish (fish which live and feed at or near the ocean bottom, such as: cod, haddock, redfish, flatfishes and grenadier). Pelagic Fish, Shellfish and Marine Mammals Division PSMM provides biological advice to fisheries managers on pelagic species (fish which live and feed near the ocean surface, such as herring, mackerel and capelin); shellfish (such as lobster, crab, shrimp, scallops, mussels and squid); and marine mammals (harp and hooded seals, whales). Freshwater and Anadromous Fish Division Freshwater and Anadromous researchers provide biological advice to fisheries managers on freshwater and anadromous species. (Anadromous fish are those, such as salmon and sea-run trout, which spawn in fresh water but spend part of their lives in the ocean). Additional work is undertaken in the fields of salmon enhancement and in finfish and shellfish aquaculture. Experimental Sciences Division This division undertakes a variety of fisheries research activities not organized along species lines, including fish health and parasitology; carries out fish habitat assessment and research; and provides support services such as computer services, hydroacoustics, scientific records, research vessel operations, photography, drafting, etc.
13 Oceanography, Hydrography and Toxicology Division OHT conducts studies relating to ocean currents, ocean climate and the linkages between the physical environment and fish distribution. Hydrographers survey and chart the coastal waters of the Region and researchers study the toxicological (poisonous) effects of petroleum products and pesticides on both marine and freshwater environments. CODE A national DFO Centre of Disciplinary Expertise, the Centre for Resource Assessment and Survey Methodology, is also part of the Science Branch. The Centre addresses problems associated with the scientific methodology used in assessing fish stocks, and will evaluate present techniques and develop new ones to refine estimates derived from fish stock assessment research. Libraries Division The Science Branch operates the DFO Regional Library, which provides information services designed to support department programs. There are over 9,000 books and 1200 periodical titles on topics relating to all aspects of the fisheries. The main subjects of the collection include fisheries, oceanography, limnology, hydrography, biology, biochemistry, fisheries economics, food science and management and supervision. Services include reference and inter-library loans, computerized literature searches, CAN/SDI current awareness service, telephone directories, university calendars, and recreational reading for department staff. The library is available to all DFO employees in the Newfoundland Region. A mailout service is used to forward material to out-of-town employees, where appropriate. Library services, including inter-library loan services, are also available to departmental clientele in the fishing and ocean-related industries, and on a more limited basis to students and the general public. The library is in the Northwest Atlantic Fisheries Center and is open from 8:30-4:30, Monday to Friday. 13
14 This branch is responsible for the department's fisheries and fish habitat management, protection and development programs in the Region, and for the licensing of fishermen and fishing vessels. It also manages a program of insurance for fishing vessels. Apart from the Fishing Vessel Insurance Program, which is managed independently of other programs, the branch has three divisions carrying out a broad range of management, protection and development activities. Fisheries and Habitat Management Branch Resource Management Division The division's Allocations and Licensing Section is responsible for the development, implementation and monitoring of fisheries management plans for a variety of species fished by domestic and foreign vesels in the waters managed by the Newfoundland Region. All sectors of the fishing industry are consulted for input into management plans which detail the principles, objectives, regulatory considerations, licence eligibility and quota allocations for the various fisheries. The section is also responsible for the effective administration of the commercial fisheries licencing program. This program applies to the registration of fishermen and fishing vessels and the issuance of licences to engage in commercial fishing. It is used to aid resource conservation, promote viability of fishing operations, and facilitate data collection for fisheries management. The division's Enforcement Section is responsible for all fisheries Acts and Regulations governing domestic and foreign fishing activities in Canadian waters off the Newfoundland Region, as well as inland waters fishing activities. Inland enforcement activities involve patrols by Fishery Officers of all inland waters, with emphasis being placed on scheduled salmon rivers. These officers work out of Area and field offices throughout the Region.
15 Inshore/nearshore fishing activities are monitored by Fishery Officers, also working out of Area and field offices; marine surveillance activities are carried out at sea onboard eight small (20-25 m) patrol vessels, and at dockside. Two large vessels (the LEONARD J. COWLEY and the CAPE ROGER), Canadian Aimed Forces vessels, and leased private sector aircraft patrol offshore fishing areas. When not at sea, offshore Enforcement Officers are based at Regional Headquarters. Inshore / Offshore Surveillance The Enforcement Section is also responsible for the Fisheries Observer Program, under which observers are placed on board all foreign fishing vessels and designated Canadian vessels to monitor their operations, record catches and other information, and ensure compliance with regulations. 15
16 Habitat Management Division The objective of this division is to increase the natural productive capacity of fisheries resources through conservation, restoration and development of fish habitat. Operating under a principle of no net loss, the division takes a proactive approach to habitat conservation by participating in referral systems with other government departments and agencies and by ensuring compliance with the DFO authorization system for works or undertakings affecting fish habitat. Enforcement actions are undertaken as required. The division also coordinates activities aimed at increasing fisheries resources by restoring previously degraded habitat or developing new habitat. Area Habitat Coordinators are located in Area Offices throughout the Region and are supported by core habitat staff at Regional Headquarters. Fishing Vessel Insurance Program Because of the difficulties of acquiring adequate and affordable insurance coverage for most fishing vessels from the private sector, the department continues to offer a Fishing Vessel Insurance Program (FVIP) to inshore/nearshore fishermen. In the Newfoundland Region, FVIP is administered by the Fisheries and Habitat Management Branch. The regional head office for the program is in St. John's, and program field representatives are stationed at St. John's, Carbonear, Clarenville and Grand Falls.
17 Inspection Services Branch The Inspection Services Branch is responsible for providing reasonable assurance that fish and fish products for domestic and export trade consistently meet Canadian and/or foreign country standards for grade, handling, identity, process, quality and safety. The mandate for these responsibilities comes from the Fish Inspection Act, which provides the basis for a national fish inspection program covering inter-provincial trade, export from Canada and import into Canada. The Branch administers and enforces applicable portions of other federal legislation, including the Food and Drugs Act, the Consumer Packaging and Labelling Act, the Fisheries Act, the Saltfish Act, the Sanitary Control of Shellfish Fisheries Regulations, and Fish Health Protection Regulations. Through an administrative agreement it also enforces the Newfoundland Fish Inspection Act and the Fishery Salt Act and pursuant Regulations. About 75 per cent of Inspection Services staff work in field offices throughout the Region, the remainder at Regional Headquarters offices. The Branch is responsible for four basic activities: Facility and Process Inspection To ensure compliance with various construction, equipment and operational requirements, Inspection Officers inspect fishing vessels; processing plants; unloading, handling and holding practices and equipment at fish landing sites; and vehicles and equipment used for transporting fish. Fish and Fish Products Inspection Inspection Officers inspect fish and fish products produced in the Region, as well as fish and fish products being imported, to see that they meet specific health, safety, quality, identity and composition standards. Products are subjected to a variety of tests and analyses, including organoleptic (taste and smell), weight compliance, seam integrity and other packaging requirements, and commercial sterility. They ensure that product package labelling meets all regulatory requirements. They also investigate consumer complaints arising from concerns about quality, foreign matter in products, species identification, etc. 17
18 Seafood Quality Investigations This section undertakes various research activities aimed primarily at ensuring the production of high quality fish products. Research projects range across all aspects of the industry, including harvesting methods and equipment, the various stages and methods of fish handling and storage, processing activities, and the effects of pollution. Increasingly, women are taking their place alongside their male colleagues at DFO. Fish Inspection Laboratories The Branch operates two inspection laboratories, at St. John's and Grand Bank.
19 The Chemistry Section of the Regional Laboratory at St. John's provides analytical services to the Inspection Services Branch and, on a cost recovery basis, to nongovernment clients. This work involves highly specialized techniques, such as gas chromatography, atomic absorption spectroscopy, fluorescence spectroscopy and UV-VIS spectrophotometry. The Section has been extensively involved in the development of reliable chemical indicators of quality, especially for canned tuna products. It is also responsible for the ongoing monitoring of shellfish for paralytic shellfish poison and for domoic acid. The Microbiology Section of the Regional Laboratory, and the District Laboratory in Grand Bank, monitor products from fish filleting, freezing, smoking and secondary processing facilities in the Region. Bacteriological analyses are conducted to determine Standard Plate Counts and numbers of faecal coliforms, Escherichia coli, and coagulase-positive staphylococci. Imported fish products are also analyzed. Water surveys are conducted to locate sources of water of acceptable bacteriological quality for use in fish processing, and in-plant monitoring of existing water supplies is carried out. 19
20 A great deal of the day-to-day work of both the Fisheries and Habitat Management Branch and the Inspection Services Branch is done from approximately 65 field offices throughout the Region, which are managed from three Area Offices: Area Offices Area Office - Eastern, located at St. John's, has jurisdiction over the marine waters of NAFO area 3L (Cape St. mary's to Cape Freels), as well as inland waters flowing to the coast of this area. Area Office - Southern, located at Grand Bank, has jurisdiction over NAFO area 3Ps (Cinq Cerf Bay to Cape St. Mary's) and adjacent inland waters. Area Office - Central, located at Grand Falls, has jurisdiction over NAFO area 3K (Cape Freels to Cape Bauld) and adjacent inland waters, and supervises the activities of a District Office at Happy Valley-Goose Bay which covers NAFO areas 2G, 2H and 2J (Cape Chidley to Double Island) and adjacent inland waters. Area Offices are directed by Area Managers, who are responsible for the delivery of Resource Management Programs in their areas, and for the delivery of the national Inspection Program. Area Managers, their support staff and Fishery Officers are part of the Fisheries and Habitat Management Branch, and the Managers report in a line relationship to the Regional Director, F & HM. Area Managers also functionally direct the Region's field staff of Inspection Officers, who are part of the Inspection Services Branch; therefore they also report functionally to the Director, Inspection Services. Approximately 70 per cent of the staff of each of these two branches operate out of Area and field offices. On the Fisheries and Habitat Management side, Area Managers are responsible for the delivery of Resource Management programs, especially as they relate to coastal and inland fisheries, and for fish habitat management and protection activities in the field.
21 On the Inspection Services side, field inspection activities include the inspection and certification of fishing vessels; the inspection of handling, holding and vessel unloading facilities and transport vehicles; the inspection and registration of fish processing facilities; and the inspection, grading and certification of both raw material and finished fish products. Area and field office staff also provide functional support to the Fishing Vessel Insurance Program and to statistics collection and other activities of the Fisheries Statistics and Systems Branch and the Program Coordination and Economics Branch. In addition, they play a major role in providing information on DFO policies, programs and activities to fishermen and other participants in the industry, as well as to schools, various interest groups and the general public. 21
22 A recent reorganization has resulted in Harbours and Infrastructure and Management Services being merged. Harbours and Infrastructure has three divisions: Industry Programs Division This division manages two major ongoing service/support programs for the fishing industry: Harbours and Infrastructure/ Management Services Branch the Newfoundland Bait Program, which buys, stores and sells to fishermen supplies of bait fish, including mackerel, herring, squid and capelin, for use in lobster, crab and hookand-line groundfish fisheries. The Inshore Fish Handling Program, which provides and maintains various fish handling facilities leased to the fishing industry. These include jib-crane vessel offloading systems, A-frame dockside truck loaders and and vessel washdown facilities. The division is also responsible for planning and implementing special industry development initiatives throughout Newfoundland and Labrador; and for harbour-related property management activities, including efficient management of the Newfoundland Region's fishing and recreational harbours and related properties, the acquisition of properties necessary for the development of new harbours or upgrading of existing facilities, and the leasing of selected harbour facilities. The Industry Programs Division also has responsibility for implementing the department's Fishing Harbour Authority Policy in the Newfoundland Region. In 1988, the department introduced the Fishing Harbour Authority Policy, which provides for harbour management and operating authority to rest with community harbour users under the guidance of DFO's Small Craft Harbours Directorate.
23 Engineering and Construction Division This division manages the planning and implementation of the department's Small Craft Harbours Program in the Region. The division's mandate is to maintain and upgrade existing facilities and services and to provide new ones, such as breakwaters, wharves, slipways and channel and basin dredging in approximately 400 fishing and recreational harbours in the Region. The division also provides engineering services for the branch. Program Development and Control Division This division is responsible for the provision of program planning, analysis and financial control for the branch. It provides advice and recommendations to support program activity within the branch. Staff of the Harbours and Infrastructure Branch meeting members of several Harbour Authorities. The Management Services Branch has four divisions, each providing a major support or service function: Facilities Management Division This division is responsible for the operation and maintenance of the Region's headquarters buildings and facilities, including electrical and heating services, water supply systems and sewage treatment plant. Parking, streets, groundskeeping and winter snow-clearing are also facilities management responsibilities. 23
24 Materiel Management Division This division is responsible for the region's materiel and services purchase and supply systems, warehousing services, maintenance of inventory records and provision of office supplies. Records Management Division This division is responsible for maintaining the region's central filing system, internal and external mail services and inter-office electronic communications service between regional headquarters and Area and field offices, and other regions, including National Headquarters. Marine Division This division is responsible for the acquisition, operation and maintenance of the Region's fleet of vessels.
25 Fisheries Statistics and Systems Branch The Fisheries Statistics and Systems Branch provides essential statistical information on all phases of the fishing industry, including harvesting (catch and effort), landings and landed values, products and product values, inventories of all fish products, and data on numbers of vessels and fishermen deployed in the harvesting sector. The Branch makes extensive use of computers to enter, edit, process and store data pertaining to the fishing industry in a variety of information systems. Standard reports are produced on a regular basis; ad-hoc inquiries are satisfied on an ongoing basis. Data is provided to numerous recipients, including such organizations as provincial and federal government departments, international agencies, private sector operators, universities and fishing industry participants. An in-house computer facility is operated and maintained by the branch and is available for use by other branches. The branch is also responsible for coordinating the planning and implementation of electronic data processing systems for the Region. Program Coordination and Economics Branch The Program Coordination and Economics Branch provides comprehensive economic advice in support of fisheries management and development initiatives affecting the harvesting and processing sectors of the fishing industry. Key areas of research and analysis include licence limitation regimes, optimum size and composition of domestic fleets, and allocation of fisheries resources among various competing fleet sectors. The branch also provides economic advice through its membership on various Species Advisory Committees; assesses proposed development projects related to plant establishment, modernization or upgrading in the processing sector, and; evaluates program and policy initiatives to determine the economic, social and commercial benefits that accrue. 25
26 Under the direction of the Regional Comptroller, the Planning and Finance group provides financial planning and management services to the Region. These include Regional work planning and budget preparation, accounts payable and receivable services, and resource management reporting and control. Planning and Finance Branch Communications is the Region's public information arm. Communications The branch informs fishermen and other clientele, as Branch well as the general public, about the policies, programs and activities of the department. It also has the responsibility of determining client and public concerns and interests and advising how these can be taken into account in the development of departmental policies and programs. The Personnel Branch carries out the various staffing, staff relations, personnel record keeping and other personnel functions common to most organizations. These also include job classification, training, personnel safety and welfare, and pay and benefits operations. The major activities of the Personnel Branch are described in detail elsewhere in this booklet. Personnel Branch
28 Pay - when you get your cheque Pay Occurs every two weeks or 26 times a year Is moved forward if pay day falls on a holiday Currently pay cheques are normally delivered to your place of work. Beginning Apr. 1, 1991, cheques will be deposited directly into employee's bank accounts. Your pay cheque may be cashed without charge at any bank and has an information stub attached. Depending on your occupational group, you will be paid a wage (an hourly rate) or a salary (a weekly, monthly or annual rate) Pay increases On appointment to your position, you will likely start at the minimum rate for your classification. Your pay may be increased through: union negotiated agreements or economic revisions promotion pay increments - semi-annual or annual to next step in pay scale other merit and performance pay for such groups as senior managers, etc. Pay supplements There are a number of circumstances under which additions may be made to your pay. Those circumstances are subject to the terms of the Collective Agreement for your occupational Group, if you are in a bargaining unit; or to the Terms and Conditions of Employment for your Group, if you are an employee excluded from collective bargaining. Overtime: compensation for hours worked additional to normal or prescribed work hours. Compensation may be in the form of cash or equivalent leave for overtime worked. Eligibility depends on: the position, occupational group and level of the employee; prior authorization.
29 Acting premium: a higher rate of pay awarded to an employee who: is requested by management to perform the duties of a higher position; performs these duties for a qualifying period. Call-back pay: a pay supplement for an unscheduled but required return to work after normal working hours. Standby pay: a pay supplement granted to employees who are required to remain on standby status outside normal working hours. Reporting pay: a pay supplement granted to employees who are required to report to work on a day of rest or a designated paid holiday. Supervisory differential: a pay supplement for certain hourly-rate employees whose positions are classified as supervisory. Shift premium: a pay supplement for evening or night shift work. Shift differential allowance: the equivalent of shift premium for employees in excluded categories. Isolated posts allowance: if the work location has been identified as an isolated post, the employee is eligible for allowance(s) under the Isolated Posts Directive. Check with your supervisor or payroll specialist regarding pay supplements. Please note that these are general explanations and may vary depending on your collective agreement. Excluded employees should consult their terms and conditions of employment. 29