Commissioner's Directive

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Policy Bulletin 264

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Annex A - Guidelines on the Administration of the CSC Recognition Program

OBJECTIVES

1. To outline options to recognize, in a timely manner, positive and effective contributions of employees, volunteers and partners.

2. To outline eligibility and nomination criteria for CSC awards and specify the type of presentation for each award.

CROSS-REFERENCES

3. Recognition Policy (Treasury Board of Canada Secretariat)

Commissioner's Directive 265 - CSC Recognition Program

Financial Administration Act (paragraph 12.(1)(b))

Corrections and Conditional Release Act (subsection 98.(1))

RECOGNITION OPTIONS

4. See Annex A for the various recognition options, including links to nomination forms and administrative and financial processes to grant awards.

Assistant Commissioner,
Human Resource Management

Original signed by:
Cheryl Fraser

 

Annex A - Guidelines on the Administration of the CSC Recognition Program

FORMAL RECOGNITION
Official photographs will be taken as employees receive formal award(s) and a copy of the photograph will be given to each employee. Prior to publishing any photographs, employees will be requested to complete form CSC/SCC 1305, Consent to be Identified in CSC Publications. The original copy of the nomination and/or description of the award received will be placed in the employee’s file and if relevant, included in the annual Performance Appraisal.
Name of Award	Nomination Criteria	Eligibility	Timelines/ Process	Presentation	Item Awarded
Corrections Exemplary Service Medal and Bar	Canadian correctional service employees are eligible to receive this award in recognition of exemplary service characterized by good conduct, industry and efficiency that serves as a model for others. This medal should not be used as a long service award. A CSC employee may be awarded the medal if he or she: was an employee of a Canadian correctional service on or after June 11, 1984; and has completed a minimum of twenty years of full-time paid service, not necessarily continuous, with one or more correctional services in Canada, of such good standard as to warrant an award, ten years of which must be as a peace officer in an institution, parole office or probation office or in a capacity which has brought the nominee into contact with offenders in the regular performance of the nominee’s duties. Medal recipients are eligible to be awarded a Bar in respect of each additional ten-year period of full-time service with one or more correctional services in Canada, after the twenty-year period in respect of which he or she was awarded the Medal, if that service is of such good standard as to warrant an award. [Hot link to Regulations governing the award of the Corrections Exemplary Service Medal] [Hot link to nomination document]	CSC employees	Nominations approved by the SDC and RDCs Employees who meet the nomination criteria in a given fiscal year will receive their award prior to the end of the following fiscal year.	Presented on behalf of the Governor General in a formal presentation [Hot link to National Framework]	Medal or Bar Lapel Pin
Citation for Bravery	Presented to an individual who, while on duty, performed an act of extraordinary bravery and exceptional valour putting his or her life in danger to: save life; protect a person(s) from serious injury; or protect property. [Hot link to nomination form]	CSC employees, volunteers, casual, contract and agency employees, students and partners Also eligible for external recognition, such as the Governor General’s Decoration for Bravery	Nominations must be made within six months of the act of bravery. Written nominations may originate from peers and managers. Nominations approved by National Headquarters Management Committee (NHQMC) for NHQ and RDCs for regions	Formal presentation	Lapel Pin and certificate signed by the Commissioner
Service Commendation	Presented to an individual who, while on duty, performed a single act of a lesser degree of bravery than the Citation for Bravery to: save life; protect a person(s) from serious injury; or protect property. [Hot link to nomination form]	CSC employees, volunteers, casuals, contract and agency employees, students and partners	Nominations must be made within six months of the incident. Written nominations may originate from peers and managers. Nominations approved by NHQMC for NHQ and RDCs for regions	Formal presentation	Lapel Pin and certificate signed by the Commissioner
Commissioner’s Bridge-Building Award	Recognizes an employee/team from NHQ and an employee/team from each region who, through work, demonstrates superior collaboration and relationship building between the regions and NHQ. The contribution of the employee/team serves as an example of excellence in partnership and teamwork.Achievements must be over and above normal expectations and exemplify: information sharing in a timely, cost-effective manner that contributes to CSC’s overall objectives; improved internal communications between NHQ and the regions; relationship building and assisting in the establishment and maintenance of effective teamwork. [Hot link to nomination form]	CSC employees	Call letter in February NHQ employees nominate colleagues in the regions and regional employees nominate NHQ colleagues. Nominations approved by the Commissioner (1 per region) upon recommendation from NHQMC	Formal presentation	Certificate signed by the Commissioner
Award of Distinction	Recognizes an employee who distinguishes him or herself by: working at a superior level or making an exceptional contribution; performing work under abnormal circumstances, constituting a contribution of extraordinary merit to CSC; or achieving a significant accomplishment in the management of human, financial, information or material resources. [Hot link to nomination form]	CSC employees	Call letter in spring for NHQ (other regions establish their own timelines) Written nominations may originate from peers and managers. Nominations approved by NHQMC for NHQ and RDCs for regions	Formal presentation	Certificate signed by the Commissioner and a cash award of up to $5,000 per individual, including applicable income taxes (Employees who receive performance pay are not eligible for cash awards, but may select a gift from iBoutique - Level 8).
Exceptional Service Award	Recognizes an employee/team who demonstrate: outstanding service (e.g. an improvement, simplification or clarification of operational methods or techniques that may be adopted generally by the Service); a significant service improvement to CSC clientele (e.g. case management, mental and physical care and custody); or consistent, constructive attitudes and behaviours which powerfully influence others. [Hot link to nomination form]	CSC employees	Call letter in spring for NHQ (other regions establish their own timelines) Written nominations may originate from peers and managers. Nominations approved by NHQMC for NHQ and RDCs for regions	Formal presentation	Custom designed award
Environmental Protection Award	Recognizes an employee whose contribution(s) (either singular or over the long term): focus on conservation, energy issues or address other environmental concerns, consistent with CSC’s Mission Statement; are outside the scope of normal duties; are transferable to other institutions, agencies, levels of government or external organizations; demonstrate cost/benefit considerations. [Hot link to nomination form]	CSC employees	Call letter in spring for NHQ (other regions establish their own timelines) Written nominations may originate from peers and managers. Nominations approved by NHQMC for NHQ and RDCs for regions	Formal presentation	Custom designed award

 

HONOURS MEMORIAL
Memorial Planning	Memorial Plaques	Memorial Book
The Commissioner appoints a sector to head the memorial planning. The honours memorial will be organized to honour a peace officer whose death was directly related to the performance of duty in the Service.	Seven identical plaques inscribed with the name of the deceased, the name of the facility, and the date of death are installed at NHQ, RHQs and the facility where the member last served. The immediate family will also be presented with a letter of condolence from the Commissioner.	A memorial book commemorating Police and Correctional Officers killed in the line of duty is placed in the East Block of the House of Commons. The names of the honoured members of the Service are inscribed in this book.

 

INFORMAL RECOGNITION
Informal recognition of individual or group accomplishments is a good management practice. Non-monetary awards enable managers to immediately recognize and reward employees of the Service for exceeding managerial expectations in the performance of their duties. The program is intended to build a culture of recognition in CSC by recognizing attributes and behaviours that promote departmental values.
Name of Award	Recognition Criteria	Eligibility	Timelines/Process	Presentation	Item Awarded
Extra Mile	Extra Mile awards are given to highlight: individual or group contributions to a project or assignment that demonstrates commitment to duty beyond normal managerial expectations; individual or group initiatives that improve employee morale and/or office practices; leadership qualities that instill a spirit of cooperation in co-workers during difficult situations; individuals who consistently display ethical behaviour consistent with the Public Service Code of Values and Ethics; individuals who display a significant act of ethical behaviour.	CSC employees and students	Gift selected on-line from iBoutique program To recognize an employee or student, managers will contact their Regional/Site Recognition Coordinator.	Timely informal presentation	Gift from iBoutique
Certificate of Appreciation / Teamwork Award	Individuals/teams that have demonstrated one or more of the following: actions and measurable results that exceeded expectations and demonstrated resourcefulness, innovation, and perseverance; a significant contribution to the Mission, values and goals of CSC through a project or work activity; increased efficiency, accuracy, productivity, and cost savings for CSC through an undertaking.	CSC employees, volunteers, casual, contract and agency employees, students, and partners	Certificate created consistent with the Federal Identity Program, and prepared and presented by individual sectors, RHQ or sites	Timely informal presentation	Certificate

 

VALUING EMPLOYEES
Acknowledging, on an informal and regular basis: the quality and value of employee/team contributions that further the achievement of CSC’s Mission and/or goals; Individuals who display ethical behaviour consistent with the Public Service Code of Values and Ethics; Individuals who display acts of ethical behaviour.	CSC employees, volunteers, casual, contract and agency employees, students, and partners	Timely informal acknowledgement an e-card a simple thank you praise at a team meeting an email

 

CAREER MILESTONES
Name of Award	Nomination Criteria	Eligibility	Timelines/ Process	Presentation	Item Awarded
Long Service Recognition	Employees will be recognized for 15, 20, 25, 30, 35, 40 and 45 years of service in the Public Service. [NHQ - Hot link to form] [Regional - Hot link to form] NOTE: The inclusion of 20, 30, 40 and 45 years of service is effective April 1st, 2008 and will not be subject to retroactivity.	CSC employees	Throughout the year	Formal or informal presentation	Certificate signed by the Prime Minister and Commissioner and a gift of choice based on years of service
CSC Service Pins	Granted to employees who attain the required number of years of service in CSC.	CSC employees	Throughout the year	Informal presentation	Bronze Pin - 10 years of service Silver Pin - 25 years of service
Retirement Recognition	Granted to employees who retire with the required number of years of service in the Public Service .[NHQ - Hot link to form] [Regional - Hot link to form] NOTE: The inclusion of a gift of choice after 25 years of service is effective April 1st, 2008 and will not be subject to retroactivity.	CSC employees	Throughout the year, regional human resources will confirm an employee’s retirement date and years of service.	Informal presentation	10 years: Letter signed by the Commissioner CSC retirement certificate PS retirement certificate 25 years: Letter signed by the Commissioner CSC retirement certificate PS retirement certificate Gift of choice from iBoutique - Level 3

 

OTHER CSC AWARDS & RECOGNITION (click link for further information)		EXTERNAL AWARDS (click link for further information)
Other CSC awards and recognition are managed by individual sectors and include:		CSC receives invitations to nominate individuals or groups for external awards, such as:
Name of Award	Presentation	Decorations for Bravery Decorations for Meritorious Service Canadian Peacekeeping Service Medal Public Service Outstanding Achievement Award Public Service Award of Excellence Agatha Bystram Award Institution of Public Administration of Canada Award Association of Professional Executives of the Public Service of Canada Award Michelle Comeau Human Resources Leadership Award Professional Institute of the Public Service of Canada Gold Medal Award North American Association of Wardens and Superintendents
Dan Rowan Memorial Award	Formal presentation
Ron Wiebe Restorative Justice Award	Formal presentation
Pierre Allard Award	Formal presentation
Multiculturalism Award	Formal presentation
CAC/Volunteers Recognition	Formal or informal presentation
EAP/CISM Recognition	Informal presentation
Retirement Badge Program	Formal or informal presentation