2.7 Human Resources Policy (Revised)

Annex – FENB Pay Scales: FENB Pay Scale - Google Docs

Purpose

The purpose of this policy is to ensure that Fencing-Escrime New Brunswick (FENB) recruits, develops, supports, and manages staff, contractors, coaches, officials, and volunteers in a fair, consistent, and professional manner aligned with the organization’s mission, values, and Safe Sport commitments.
This policy establishes clear expectations for hiring, conduct, supervision, workplace practices, performance management, compensation, and conflict resolution in accordance with Sport NB standards and Government of New Brunswick employment requirements.

Scope

This policy applies to all FENB staff (full-time, part-time, and contract), Board members, volunteers, and affiliated personnel involved in delivering programs, services, or events.
It complements:

  • Safe Sport, Conduct, and Athlete Protection Policy (Section 2.1)

  • Volunteer Management Policy (2.10)

  • Diversity, Equity, and Inclusion Policy (2.3)

  • Risk Management Policy (2.2)

Policy

1. Recruitment and Selection

  • Hiring and engagement processes will be open, fair, and transparent.

  • Job postings will be advertised publicly whenever possible.

  • Selection will be based on job-related criteria, experience, and alignment with FENB values.

  • Job descriptions must be approved by the Executive Director and reviewed regularly.

  • Recruitment will follow equitable hiring practices consistent with the Gender Equity and DEI policies.

2. Screening and Background Checks

  • Employees, contractors, and volunteers in positions of trust must undergo screening including references, criminal record checks, and vulnerable sector checks.

  • Checks must be renewed every three years, or more frequently if required by governing bodies.

  • Screening is administered confidentially by the Executive Director.

  • All personnel must complete Safe Sport training prior to assuming duties.

3. Orientation and Supervision

  • All new personnel will receive orientation covering FENB policies, Safe Sport standards, reporting mechanisms, and workplace expectations.

  • Supervisors will provide ongoing guidance and ensure compliance with Rule of Two principles.

  • Workers must follow workplace safety practices and reporting requirements.

4. Hours of Work

  • Standard weekly hours of work for staff will follow NB Employment Standards and be defined in employment agreements.

  • Hours may include evenings or weekends based on sport event requirements.

  • Flexible or remote work arrangements may be approved by the Executive Director.

  • Break periods and scheduling will comply with the NB Employment Standards Act.

5. Overtime

  • Overtime must be pre-approved by the Executive Director.

  • Overtime may be compensated through payment or time-in-lieu, consistent with NB Employment Standards Act minimums.

6. Leaves of Absence

FENB recognizes all statutory leaves under NB employment law, including:

  • sick leave

  • bereavement leave

  • parental/maternity leave

  • family responsibility leave

  • domestic violence leave

  • jury duty

  • compassionate care leave

FENB may approve additional unpaid or short-term leaves at its discretion.

7. Expenses

  • Staff and volunteers may be reimbursed for pre-approved expenses necessary for FENB business.

  • Claims must include receipts and be submitted within 30 days.

  • The Executive Director or Treasurer must approve all reimbursements.

8. Compensation Scale

  • FENB will maintain a transparent compensation framework outlining salary ranges or standardized contract/honoraria rates.

  • FENB Pay Scale

  • Pay periods, vacation pay, holidays, and allowable benefits will comply with NB Employment Standards.

  • Adjustments may be made based on performance, funding levels, or market comparisons.

9. Performance Management and Evaluation

  • Employees will receive annual performance evaluations that assess job performance, Safe Sport compliance, and contributions to organizational goals.

  • Contractors and key volunteers will receive periodic reviews.

  • Improvement plans may be implemented where necessary.

  • FENB will support professional development opportunities.

10. Conduct and Discipline

  • All personnel must comply with FENB’s Code of Conduct, Anti-Harassment Policy, Safe Sport Policy, and DEI commitments.

  • Misconduct will be addressed through progressive discipline: verbal warning, written warning, suspension, and termination.

  • Allegations of UCCMS-related maltreatment will be directed to the NB Safe Sport Complaint Mechanism (NBSSCM).

  • FENB may take immediate protective or administrative measures separate from external investigations.

11. Privacy and Confidentiality

  • FENB will securely store HR records and restrict access to authorized personnel.

  • Personal information will be collected, used, and retained in accordance with NB privacy law.

  • Screening and disciplinary information will remain confidential unless disclosure is legally required.

12. Termination

  • Termination may occur with or without cause, consistent with the NB Employment Standards Act.

  • Employees will receive required notice or pay in lieu.

  • All FENB property must be returned upon termination.

  • An exit interview may be offered.

13. Grievance and Conflict Resolution

  • Formal grievances must be submitted in writing and will be reviewed by the Executive Director or designated Board member.

  • Appeals may be made to the Board of Directors.

  • Retaliation for raising a grievance is prohibited.

  • UCCMS-related complaints must be directed to the NBSSCM, not handled internally.

14. Official Languages

FENB will respect the principles of the New Brunswick Official Languages Act in its communications and service delivery whenever feasible.

15. Review of the Policy

This policy will be reviewed every two years or sooner if required for compliance with updates to NB employment law, Sport NB requirements, or Safe Sport standards.

Approved April 2026