Welcome to the CVA Express  

Text Box: Inside this issue:
.Welcome to new members of the CVA Family
.Categories of Leave
.HR Department’s Agenda 2007  
.10 Crimes of Work Fashion  











Text Box:  
The Human Resource Department wishes to welcome all our staff members to the CVA Express Newsletter. This newsletter was designed as a way of keeping staff up-to-date on all issues pertaining to CVA Ltd. This forum is not just intended for the Human Resource Department to disseminate information; we want you to share with us your thoughts and ideas. All comments and suggestions are welcome.  
New staff 
The CVA family wishes to extend a warm welcome to all new  members of staff. Let us join together to give them our full support and co-operation.  
Aloysius Valere: Pharmacy Supervisor     
(Ultra Care)







Text Box:  
Categories of Leave 
Leave entitlement for all permanent employees:
Maternity Leave 
Sick Leave  
Compassionate Leave
Funeral Leave 
Casual Leave 
Jury Duty 
Special Leave (LWOP)
Examination Leave 
Administrative Leave 
Please scroll down below to view the provisions specific to each category of leave.  










Text Box: HR Department’s Plan 2007 Motto: 
“Raising the Bar for Success”
Departmental Audits 
Team Building 
Health and Safety 




Text Box:  
“10 Crimes of Work Fashion”

Appearance matters in the workplace. When it comes to professional perception, clothes make a difference. This means that dressing appropriately is a must if you want to be taken seriously at work. But knowing what's acceptable attire isn't easy in today's workplace. Business-casual dress codes vary widely between companies, and even between departments. 
The following items, however, are almost never acceptable to wear to work:
1. Poor-fitting clothing. 
Too-tight clothing is never flattering and usually too revealing, but too-baggy clothes make you look sloppy and unprofessional. Pant length also matters -- if you're showing too much sock or leg, expect to be teased all day about an upcoming flood. 

2. Too much perfume or cologne. 
You never want your co-workers or clients to smell you before they see you, and a colleague could be severely allergic to your favorite scent. 

3. Shorts or too-short skirts. 
Showing too much leg is never a good professional move -- for women or men. Revealing a little leg makes men appear overly casual or sloppy, and makes women look more sexy than serious. 

 4. Out-of-control hair. 
Whether it's frizzy coifs or bushy beards, wild hair just doesn't look professional.

5. Dirty, ripped or torn jeans. 
Even on casual Fridays, ripped jeans look too dirty and messy for the workplace.

6. Cleavage. 
There are very few legitimate jobs where showing off your chest is a good career move.

7. Tank tops. 
Showing too much skin in the office is never a good idea in the office, and tank tops are especially inappropriate for men.
8. Noisy jewelry. 
An armload of bangles or long, dangling earrings are perfect choices for a bar, but downright distracting in the office.
9. Gym attire. 
Even in the most casual workplaces, yoga pants, shorts, T-shirts and running shoes make you look sloppy and apathetic.
10. Extremely high heels. 
Extremely high heels are too sexy for the workplace -- not to mention impractical. Few things would be more embarrassing than wobbling or tripping over your extreme footwear in front of the boss.
By: Laura Morsch, a writer for CareerBuilder.com






















Text Box: Do you have any news, comments or suggestions you will like to share with us?  
Feel free to contact The Human Resource Department 
Tel:    633-1100.
Email:    droberts@drsinn.com and sjardine@drsinn.com 












Category:   PERSONNEL ADMINISTRATION                                          Circular:  PM 09 – 02

Series:       WORK HOURS, VACATION,                                                 

                  AUTHORIZED AND UNAUTHORIZED ABSENCES             Page:       1

Subject:      CATEGORIZATION OF ABSENCES                                      Date:       July 2000


1.               HOURS OF WORK


                  The normal hours of work are eight (8) hours per day or forty (40) hours per week,

                  except for some junior category of staff whose wages are calculated in accordance

                  with the special hours required for the satisfactory performance of their duties. All

                  employees working regular full-time hours are eligible for one (1) hour lunch. This

                  time must be scheduled with the supervisor and will be included in the total hours

                  worked for compensation purposes. Employees may be required to work extra hours

                  at the request of management. Time-back or the appropriate compensation will be   given

                 for the period worked in excess of forty (40) hours per week.


2.               VACATION

                  The organization believes a regular vacation is important to the mental and physical   well being of

                    all employees. Individual vacation entitlement is based on length of service or position level.


3.               MATERNITY LEAVE

                  In case of pregnancies, the organization will allow the employee to work as long as

                  her health permits prior to delivery. Maternity leave for a period of up to three (3)    months is granted

                  to the employee.


4.               SICK LEAVE

                   All permanent employees who have completed three (3) months of full time service shall be eligible to paid

                   sick leave. Cardiovascular Associates Limited shall not be obligated to pay salaries for sick leave for employees

                   on probation. Employees shall complete an Application for Leave Form for absence as a result of illness.

                  A medical certificate must be provided by an employee who stays away from work for a    

                   period in excess of two (2) business days.

                  The organization may request a sick leave certificate from any employee for any

                  period of absence where the organization sees it fit to do so.


5.               COMPASSIONATE LEAVE

                  An employee may be granted up to five (5) working days compassionate leave per

                  annum when there is death or serious illness in the immediate family. If any extended

                  periods are required, a portion of the leave of absence may be without pay at the

                  discretion of the organization.


6.               FUNERAL LEAVE

                  When leave of absence would not interfere with the running of the department, an

                  employee may be granted time off for purposes of attending a funeral of a relative or

   friend. Request for funeral leave must be made to the Department Head/Supervisor where such leave

   exceeds four (4) work hours arrangements must be made to deduct the extra time from vacation leave

   or have the necessary salary deductions made.


7.               CASUAL LEAVE

   At the discretion of the Department Head/Supervisor an employee may be granted time off to attend to

   urgent matters. This leave of absence will not exceed four (4) working hours per pay period. It should be noted that

   casual leave is unaccumulative. Employees who in the opinion of their Department Head/ Supervisor

   abuse this privilege may forfeit further extension of casual leave.


8.               JURY DUTY

                  When the courts of the land call upon an employee of this organization to serve as a

                  juror such leave is mandatory upon the organization. Upon presentation of the court

                  order, the employee shall be granted the required time off for the duration of the court

                  order. The employee shall be paid regular salary/wages for the period of absence

                  stemming from service as a juror.


9.               SPECIAL LEAVE (LWOP)

                  Unpaid leave of absence for a period not exceeding six (6) months may be granted to

                  an employee for such reasons acceptable to the administration. In no case may special

                  leave be granted where the employee has less than one (1) year continuous full-time

                  service to the organization. Each case would be dealt with on its own merit. Special

                  leave must be requested in writing and shall become effective after all vacation leave

                  (if applicable) has been exhausted. Vacation and sick leave shall not accrue during

                  special leave.


10.             EXAMINATION LEAVE

                  Application for examination leave should be made in writing to the Department Head/

   Supervisor and approved by the Human Resource Manager. Such leave would be granted subject

   to the following conditions:-


a)      The examination must be is accredited.


b)      That the application is accompanied with evidence of admission to the examination to be taken.


                  Any examination leave in excess of two (2) working days shall be deducted from vacation leave.



Category:   PERSONNEL ADMINISTRATION                                     Circular:       PM 09 – 05

Series:        WORK HOURS, VACATION,                                            Page:            1


Subject:      VACATION ENTITLEMENT                                              Date:            July 2003



1.               GENERAL

Annual vacation leave is paid leave of absence granted to an employee for the purpose of rest, relaxation,

recreation and repair. Such leave shall be granted at a time mutually acceptable to the employee and the organization.

Before permitting an employee to leave on vacation, the supervisor/manager shall ensure that his/her work is up to date.


2.               ENTITLEMENT

                  a.      Full Calendar Year of Employment


                      All employees who have given one (1) year continuous full time service to the

organization shall be entitled to annual vacation leave. This leave shall become due

following the anniversary date of employment. Annual vacation leave shall accrue on the

basis of length of service to the organization.


(i)            Employees with 1-5 years continuous service:

   Ten (10) business days vacation. This leave shall be recorded in

     multiples of 0.83 business days for each month of service.

                (ii)            Employees with more than five (5) years of continuous service, but

                               less than ten years of continuous service:

                               Thirteen (13) business days vacation. This leave shall be recorded

                               in multiples of 1.08 business days each month of service.


(iii)         Employees with more than ten (10) years continuous service:

              Fifteen (15) business days vacation. This leave shall be recorded in

              multiples of 1.25 business days for each month of service.


(iv)        Employees occupying management positions:

             Fifteen (15) business days vacation.


      b.      Increased Vacation Entitlement During Calendar Year


All employee’s vacation entitlement may change during the calendar year due to completed years of service.

In the event of a change of entitlement category during a given calendar year, accrued vacation leave shall

be pro rated accordingly. The anniversary date of continuous employment shall constitute the effective date

           for services computation purposes. The month in which the change takes place

           must be considered a full month for purposes of calculating the higher vacation entitlement.

           e.g. a Senior, Intermediate or Junior Employees:-


Month in which employed                         -       August

Month in which vacation

Entitlement changed                  -              August five (5) years later


Pro rated vacation entitlement in the fifth year


Calendar Months                                           Vacation Entitlement


January through July

0.83 business days for each month                    i.e. 0.83 days x 7 months = 5.81 days


August through December

1.08 business days for each month                    i.e. 1.08 days x 5 months = 5.4 days


                                                                                                TOTAL 11.21 days


c.   Last Calendar Year Of Employment


      When an employee is leaving the service of the organization and has not taken any

      vacation during the calendar year, his/her vacation entitlement must be pro-rated

      based on the number of completed months of service in his/her final year.


d.   Vacation Advances

      Vacation entitlement may be advanced for employees with more than one year

continuous service and for Senior Managers irrespective of the duration of service. Advance vacation time

may not be taken earlier than (3) months prior to the anniversary of the employee’s effective date of employment,

and is solely at the discretion of the Supervisor/ Department Head to approve the advanced time based on staffing

needs within the department. Should the employee leave the organization prior to his/her employment anniversary date,

the advanced vacation time will be deducted from his/her final pay cheque.


e.   Payroll Advances

      An employee may request an advance on his/her salary to be received prior to his/her

      departure on vacation, except when the duration of the vacation period is seven (7)

      calendar days or less. The request should be made in writing and forwarded to the

      Payroll department at the same time the request for Annual Vacation leave is being



f.    Vacation Leave Carry Forward and Ceiling

      Each employee is expected to take his/her vacation entitlement annually. Towards

      this end, the administration will review vacation leave balances annually at the end of

      the employment anniversary of each employee. In extreme cases where an employee

has unused vacation leave, it may be carried forward from one employment year to another.

No employee, however, will be allowed to carry forward to a new calendar year more than

five (5) business days-accumulated vacation leave. This unused accumulated leave should be

utilized by March 31st of the new calendar year.


g.   Other

(i)                 Employees may be allowed to split their vacation entitlement with approval from

                    The Head of Department or the General Manager.


(ii)             The organization reserves the right to advance or defer the commencing date of

an employee’s vacation leave having regard to its operational circumstances. The General Manager

or a designated officer may recall an employee from vacation leave if the operational situation of

the organization so requires. In such cases arrangements shall be made for the employee to

be compensated for the inconvenience caused.


(iii)        Proper records of vacation leave and payment in lieu of vacation must be

             maintained. (related to 2g (ii) above).


                  (iv)    When calculating one (1) day’s pay with respect to payment in lieu of vacation,

                           the employee’s annual salary is divided by 260 days (260 days representing 52

      weeks x 5 days per week). Payment is therefore calculated based on working days.

      Leave of absence without pay is calculated in a similar manner.


                  (v)    When a legal (public) holiday occurs during the employee’s vacation period,

                           he/she is entitled to an extra day although it need not be granted in conjunction

                           with his/her annual vacation period.


                  (vi)    When an employee becomes ill while on vacation leave, provided a properly

                           signed certificate of illness is submitted to his/her Supervisor/Department Head,

                           he/she will be entitled to have such sick time designated as Sick Leave.

                           Vacation   leave may be extended for every business day which the employee was

                           sick as stated on the sick leave certificate.


                  3.      SCHEDULING

                           a.    During the month of January a vacation schedule for the period February of

the current year to January of the following year should be drawn up for each unit and should

be finalized as early as possible, but not later than February 15th. Unless there are unusual circumstances,

changes to the vacation schedule should be avoided after this date.


                           b.    When scheduling employee’s vacations, factors such as the following must

                                  be taken into consideration:-


                                  (i)      The need to maintain quality customer service.

                                  (ii)     Overlapping of vacation should be avoided within units or kept to a


                                  (iii)    Employees should be encouraged to take their vacation early in the

                                           year to avoid difficulties in completing the schedule prior to year-end.


                           c.    Employees’ vacation should be scheduled to accommodate, as far as possible,

                                  the wishes of employees and the efficient operations of the unit. However, when necessary,

                                  scheduling of vacation should take place in order of position level or length of service.

                                  In the event there are two (2) employees with identical position levels, the employees

                                  with the longer continuous service will be given preference as to vacation scheduling.


               d.    Employees must complete an Application for Leave Form in Duplicate one

                      (1) month prior to the date they wish to depart on vacation and have it

                      approved by their immediate Supervisor/Department Head. For proper

                      record keeping the original form must be forwarded to the Human Resource

                      Manager and the duplicate to the Finance Department.


                           e.    Management Staff:


                                  In the case of the Senior Management Staff (those requiring regular attendance

                                  at Senior Management Meetings), Application For Leave Forms should be

                                  approved in writing by a Director.

At least two (2) full weeks before leaving on vacation, Senior Managers should advise

all Supervisors/Department Heads in official correspondence of the duration of his/her vacation leave

and the name of the officer who will be acting for him/her in his/her absence.



Category:   PERSONNEL ADMINISTRATION                                     Circular:       PM 09 – 10

Series:        WORK HOURS, VACATION,                                            Page:            1


Subject:      MATERNITY LEAVE                                                          Date:            July 2000


1.           ELIGIBILITY

                  a.      Permanent female employees who have completed one (1) year continuous

                           service will qualify for maternity leave. Maternity leave for a period of up to

                           three (3) months may be granted to an employee.       


                  b.      Maternity leave with pay is limited to two (2) confinements in five years. Where

                           an employee has more than two (2) confinements in five years, maternity leave

                           may be granted without pay up to a period of three months.



            a.   Employees must report the existence of a pregnancy to their Supervisor/Department

                  Head within the first three (3) months of such pregnancy.


            b.   Proper records of maternity leave with or without pay must be maintained.


            c.   Employees eligible for maternity leave with pay will receive the difference between

                  the National Insurance payment and the employee’s basic salary for a period of up to

                  three (3) months. Under the National Insurance Scheme, they will receive a weekly

                  payment from the National Insurance Board for a maximum period of eight (8)

                  weeks. Employers pay the first month’s salary of the maternity leave.


            d.   Employees, who do not qualify for paid maternity leave, will still qualify for the

                  National Insurance payment.


            e.   Employees on maternity leave (paid or unpaid) must maintain their contributions

                  where applicable to the Organization’s Group Insurance Plan to ensure continuity of



            f.    Maternity leave granted will not affect the employee’s annual vacation leave.


            g.   In the following instances an employee who was pregnant may not qualify for

                  maternity leave:-


-               Still Births

-               Miscarriages

-               Where the baby dies shortly after birth


                  In situations such as these doctors usually recommend sick leave as necessary.


            h.   If the employee does not return to work by the end of the three (3) months the

                  organization reserves the right to terminate the employee’s employment if it believes

                  that termination of employment is appropriate.




Category:   PERSONNEL ADMINISTRATION                                     Circular:       PM 09 – 15

Series:        WORK HOURS, VACATION,                                            Page:            1


Subject:      SICK LEAVE                                                                        Date:            July 2000        


1.               GENERAL

Sick leave is authorized leave of absence made necessary by illness which incapacities the employee.

An employee’s attendance at work is critical for the efficient operations of the organization.

Excessive absenteeism must be closely monitored by Supervisor/Department Heads, since this significantly affects



2.               PROCEDURE AND RECORDS

                  (a)    All permanent employees who have completed three (3) months full time

                           service shall be eligible for paid sick leave. Cardiovascular Associates Ltd. shall

                           not be obligated to pay salaries for leave absence from work arising out of

                           illness for employees on probation.

                  (b)    A medical certificate must be provided by the employee for each period of absence made

                          necessary by illness lasting more than two (2) business days during any calendar month.


                  (c)    Employees should complete an Application For Leave Form for leave of absence made necessary

                          by illness. This Leave Form must be approved by the immediate Supervisor/Department Head

                          and forwarded to the Human Resource Manager.


                  (d)     In order to facilitate planning and scheduling, all cases of illness resulting in

                           leave of absence must be reported to the immediate Supervisor/Department

                           Head at least four (4) hours before scheduled duty, or, as soon as it is known that

               the employee would not be able to report out to work, (which ever is sooner). The report

               should be made directly to the immediate Supervisor/Department Head.


                  (e)    Where illness is expected to last more than five (5) business days, the employee

                           must mail or have the signed sick leave certificate delivered to his/her

                           immediate Supervisor/Department Head by the second business day after the

                           beginning of such illness. In other cases, the employee should present a sick

                           leave certificate to his/her Supervisor/Department Head upon return to work.


                  (f)     Proper records of sick leave with or without pay must be maintained.


                  (g)    Sick leave shall be deducted from the employee’s accumulated sick leave. Where a


            medical certificate is submitted, sick leave shall be calendar-day continuous i.e. the number of days

            recommended shall be counted on a continuous calendar day basis.


      (h)     Abuse of leave of absence relating to sick leave will be looked upon with

               extreme disfavour by administration. As such, administration reserves the right

               to review all application for sick leave. When for any reason an application for

               sick leave is called into question, the employee will be required to visit a

   designated in-house physician for ratification. Abusers of sick leave will be subjected to

   appropriate disciplinary action.





Category:         PERSONNEL ADMINISTRATION                           Circular:           PM 10 – 46 

Series:              VACATION, TIME-BACK,

ADMINISTRATIVE, COMPASSIONATE                Page:                1

Subject:            CATEGORIZATION OF ABSENCES                       Date:                January 2007



As of 2007, Doctors shall have vacation entitlement equivalent to Managers.



As obtains with Managers, no time-back considerations apply to Doctors.



When an employee is required to be away from the work site e.g. Doctor attending conference

or Senior Management on business, this shall be classified as Administrative Leave.

Administrative Leave should generally be reserved for training purposes or for conduct of the company’s

business and shall not usually be more than one week’s duration. Should the employee require extension of t

he period of absence beyond one week, such extension shall be deducted from the employee’s vacation leave.

Administrative Leave will be at the discretion of the Board.



An employee may be granted up to five (5) working days compassionate leave per annum when there is death or serious illness

in the immediate family or other circumstance of equivalent magnitude. If any extended periods are required, a portion of the

 leave of absence may be without pay at the discretion of the organization.