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HomeMy Public PortalAboutNorth American Indigenous Games Policy_P-113_Effective April 13, 2023Municipality of the District of Chester North American Indigenous Games Policy Policy P-113 Effective Date: April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 2 of 7 MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-113 NORTH AMERICAN INDIGENOUS GAMES POLICY 1. INTRODUCTION The 2023 North American Indigenous Games (NAIG) is a multi -sport and cultural celebration for Indigenous athletes from across North America. This prestigious event will bring together 5,000 athletes from 756 Indigenous Nations. NAIG happens every four years, and this year, it is taking place in Halifax, Dartmouth, and Mill Brook First Nation from July 15 to 23, 2023. The NAIG is heavily dependent on the recruitment of approximately 3,000 volunteers. 2. PURPOSE The Municipality of the District of Chester recognizes the significance of the NAIG and supports employees who want to volunteer with the Games. This Policy will provide guidelines to grant special leave for volunteering employees. 3. POLICY STATEMENTS Scope 3.1. The North American Indigenous Games Policy applies to all permanent employees of the Municipality of the District of Chester who: 3.1.1. Have been selected by the NAIG 2023 Volunteer Team to serve in Lead Volunteer or Games -Time Volunteer roles. 3.1.2. Wish to serve as a Games -Time Volunteer for the 2023 NAIG; and 3.1.3. Have permission from their Director through the application process outlined within this Policy. 3.2. Selected employees are eligible for a special leave of up to a maximum of five (5) days to volunteer at the 2023 NAIG, half of which would be their own vacation or banked time and the other half is that matched by the Municipality. The minimum volunteer commitment to the Games is 18 hours, or three 6-hour shifts. Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 3 of 7 4. PROCESS 4.1. Requesting Volunteer Leave - Employees wishing to take special leave to fulfill their training and volunteer responsibilities may access matching leave by providing confirmation from NAIG 2023 detailing their volunteer assignment to their Director along with a leave request form (Appendix B attached). Employees must have regular leave (vacation or banked time) available equal to half of the leave being requested. Volunteers are required to complete cultural awareness training and volunteer training, totaling approximately 2.5 hours prior to their volunteer commitment of a minimum of 18 hours (three shifts) during the Games. The special leave with pay will be on a 50/50 basis, and a payroll code will be provided to record the leave. The Director will provide final approval for all their Department's respective requests. Each department will be responsible to record approved volunteer leaves to Payroll. 4.2. Leave for Volunteers and Officials - Where an employee has been selected to volunteer, the Director may grant up to five (5) working days special leave as outlined in 4.1. Any period of leave granted in excess of the five days shall be charged against the employees' annual vacation leave entitlement or banked time. 4.3. Expenses - Any out-of-pocket expenses incurred by employees, i.e., travel, parking, meals, accommodations, etc., for the purposes of volunteering are the sole responsibility of the employee. 5. ATTACHMENTS 5.1. Appendix A — Application for Special Leave 5.2. Appendix B — Frequently Asked Questions Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 4 of 7 Annotation for Official Policy Book Reason for Adoption To provide a policy to manage requests for special leave for full-time employees accepted as volunteers at the North American Indigenous Games 2023. Notice of Intention to Adopt Committee of the Whole March 8, 2023 Date of First Notice at Council March 23, 2023 (2023-125) Date of Second Notice at Council April 13, 2023 (2023-167) Effective Date April 13, 2023 1 certify that this Policy was adopted by Council as indicated above. Pamela M. Myra, Municipal Clerk April 20, 2023 Date Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 5 of 7 APPENDIX A MUNICIPALITY OF THE DISTRICT OF CHESTER APPLICATION FOR SPECIAL LEAVE VOLUNTEER - 2023 NORTH AMERICAN INDIGENOUS GAMES Applicant Name Title Department Contact info Phone: Email: Volunteer Role ❑ Notification attached from 2023 NAIG Volunteer Team confirming volunteer status. LEAD VOLUNTEER GAMES -TIME VOLUNTEER ❑ Accommodations ❑ Accreditation ❑ Photographer ❑ Administration/Finance ❑ Accessibility ❑ Athlete Services ❑ Culture ❑ Brave Spaces ❑ Culture (accommodations) ❑ Culture & Ceremonies ❑ Food Services ❑ IT Select role ❑ Venue Team Lead ❑ El IT Logistics ❑ Venue Team Lead (accommodations) ❑ Logistics ❑ Marketing/Communications ❑ Marketing/Communications ❑ Medical ElSecurity &Essentials Services ❑ On call ❑ Protocol & Honorary Guest Services ❑ Sport ❑ Security ❑ Transportation ❑ Volunteer Services ❑ Sport ❑ Transportation ❑ Venue Operations ❑ Volunteer Services Employee's Signature: Date: Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 6 of 7 APPENDIX B VOLUNTEER FAQ Why should I volunteer for NAIG 2023? By volunteering at the Games, you will be a part of the largest multi -sport and cultural event in Atlantic Canada since contact. You will have the opportunity to form new connections, see first- hand the impact of the Games, and learn about Indigenous cultures from across Turtle Island. How do I volunteer with NAIG 2023? To volunteer, please visit our www.naig2023.com, click Get Involved, on the top right of the screen and click the red Sign Up Now button. From here, you can register your Gems.Pro volunteer profile. Prior to the Games, all volunteers are required to participate in three training sessions: 1. NAIG Orientation, 2. Cultural Awareness, and 3. Role -Specific. You need to complete each training once. Upcoming Training Sessions can be found by visiting www.naig2023.com/opportunities. Volunteers will be in environments that include youth and elders, therefore you will need a Criminal Record Check & Enhanced Police Information Check. A direct link to Sterling Backcheck will be provided upon registration at no cost to the Volunteer once you have completed both Volunteer Orientation and Cultural Awareness training. What types of roles are available? There are two types of volunteers for the Games - Lead Volunteers and Games -Time Volunteers. Lead Volunteer roles are a larger time commitment and require availability prior to the start of the Games. For Games -Time volunteers, the shifts take place only during the week of the Games with roles like accreditation and wayfinding. How can I become a lead volunteer? If you indicate when registering that you would like to be considered for a lead role, our staff will contact you to complete an interest form to determine where you may fit in best. Leadership volunteers have a higher level of commitment, including monthly meetings and a requirement to commit to the entire duration of the Games. There are many roles to choose from, please browse our leadership role descriptions to see what interests you by selecting Lead Volunteer Roles from the drop down menu under Get Involved on our homepage. Experience the Games as a volunteer. 2023JEUX P OF ® Norfi American, AUTOC d,N.,d INDIGENOUS support VISIT WWW.NAIG2023.COM de I'Amedque Nord GAMES 2023 4.gr rt I Volunteer Program Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 North American Indigenous Games Policy P-113 (continued) Page 7 of 7 What do I receive as a volunteer? • A volunteer kit which includes volunteer t-shirts, a water bottle and more. • Free access to Halifax Transit services during the week of the Games. • Orientation, cultural education and role -specific training. • An opportunity to welcome 756 Nations to Mi'kma'ki. What are the age requirements? Volunteers must be at least 16 years of age as of June 1, 2023. Volunteers in leadership roles must be at least 18 years of age. Any volunteer under the age of 16 is required to have a parent or legal guardian complete and sign a consent form. Junior volunteers are between the ages of 14 and 15, and will work in groups with a chaperone. What is the time commitment required to volunteer? Levels of commitment vary based on the role you are interested in: Games -Time volunteers agree to a minimum of 18 hours or 3 shifts the week of the games. Volunteer Leads have a larger commitment to planning - this means at least 8 hours a month leading up to the Games. • Indigenous volunteers agree to commit to a minimum of 10 hours. Where/When will I be volunteering? When registering as a volunteer, you have the opportunity to select your preference for: • Area of interest: We will do our best to accommodate your preferences. • Availability: We will use this information to assign volunteer shifts. If you would like to update your preferences, you can do so on your Gems.Pro profile anytime. have questions about volunteering, who do 1 contact? Send any inquiries to volunteer@naig2023.com and someone from our team will contact you. Q Experience the Games as a volunteer. 2023JEUX v v ® Nath Amert AUTOCHTONES INDIGENOUS sU ort ' o PP a�rAr„erlv�ea�Nora GAMES 2023 4sport VISIT WWW.NAIG2023.COM V wte rProgram Notice of Intention to Adopt — Committee of the Whole - March 9, 2023 (8.1) First Notice — Council - March 23, 2023 (2023-125) Second/Final Notice — Council - April 13, 2023 (2023-167) Effective Date - April 13, 2023 VOLUNTEER FAQ Why should I volunteer for NAIG 2023? By volunteering at the Games, you will be a part of the largest multi -sport and cultural event in Atlantic Canada since contact. You will have the opportunity to form new connections, see first- hand the impact of the Games, and learn about Indigenous cultures from across Turtle Island. How do I volunteer with NAIG 2023? To volunteer, please visit our www.naig2023.com, click Get Involved, on the top right of the screen and click the red Sign Up Now button. From here, you can register your Gems.Pro volunteer profile. Prior to the Games, all volunteers are required to participate in three training sessions: 1. NAIG Orientation, 2. Cultural Awareness, and 3. Role -Specific. You need to complete each training once. Upcoming Training Sessions can be found by visiting www.naig2023.com/opportunities. Volunteers will be in environments that include youth and elders, therefore you will need a Criminal Record Check & Enhanced Police Information Check. A direct link to Sterling Backcheck will be provided upon registration at no cost to the Volunteer once you have completed both Volunteer Orientation and Cultural Awareness training. What types of roles are available? There are two types of volunteers for the Games - Lead Volunteers and Games -Time Volunteers. Lead Volunteer roles are a larger time commitment and require availability prior to the start of the Games. For Games -Time volunteers, the shifts take place only during the week of the Games with roles like accreditation and wayfinding. How can I become a lead volunteer? If you indicate when registering that you would like to be considered for a lead role, our staff will contact you to complete an interest form to determine where you may fit in best. Leadership volunteers have a higher level of commitment, including monthly meetings and a requirement to commit to the entire duration of the Games. There are many roles to choose from, please browse our leadership role descriptions to see what interests you by selecting Lead Volunteer Roles from the drop down menu under Get Involved on our homepage. Experience the Games as a volunteer. VISIT WWW.NAIG2023.COM p OD North American 2023 JEUX AUTOCHTONES INDIGENOUS de I'Amerique du Nord M GAMES 2023 support 4 sport Volunteer Program What do I receive as a volunteer? • A volunteer kit which includes volunteer t-shirts, a water bottle and more. • Free access to Halifax Transit services during the week of the Games. • Orientation, cultural education and role -specific training. • An opportunity to welcome 756 Nations to Mi'kma'ki. What are the age requirements? Volunteers must be at least 16 years of age as of June 1, 2023. Volunteers in leadership roles must be at least 18 years of age. Any volunteer under the age of 16 is required to have a parent or legal guardian complete and sign a consent form. Junior volunteers are between the ages of 14 and 15, and will work in groups with a chaperone. What is the time commitment required to volunteer? Levels of commitment vary based on the role you are interested in: • Games -Time volunteers agree to a minimum of 18 hours or 3 shifts the week of the games. • Volunteer Leads have a larger commitment to planning -this means at least 8 hours a month leading up to the Games. • Indigenous volunteers agree to commit to a minimum of 10 hours. Where/When will I be volunteering? When registering as a volunteer, you have the opportunity to select your preference for: • Area of interest: We will do our best to accommodate your preferences. • Availability: We will use this information to assign volunteer shifts. If you would like to update your preferences, you can do so on your Gems.Pro profile anytime. I have questions about volunteering, who do I contact? Send any inquiries to volunteerC naig2023.com and someone from our team will contact you. Experience the Games as a volunteer. VISIT WWW.NAIG2023.COM O p O North American 2023 JEUX AUTOCHTONES M INDIGENOUS de IAmerique du NordGAMES 2023 support 4 sport Volunteer Program