4163 Policies

Cell Phone Policy

In some circumstances, the Joint Executive may authorize a personal cell phone cost reimbursement for Executive or Committee members doing extraordinary work (e.g. bargaining).  In all cases, authorization must be given in writing by the Joint Executive or the Finance Committee, and must include a stated time frame (which can be renewed or extended) and state a maximum amount eligible for reimbursement.  Regular reimbursements should not exceed the cost of providing the member with a dedicated union phone.   Receipts showing the share of the phone bill incurred for union business must be provided for remuneration.

(approved by the Joint Executive, May 9, 2012 )

Childcare Reimbursement Policy

Childcare reimbursement is intended for members who attend any 4163 union  meeting and have to pay “out of pocket” for childcare in order to attend.

A member must submit a signed and completed Childcare Reimbursement Form to the union office. Forms must be received in the union office within 7 calendar days after the general membership meeting.

Members cannot request money to pay spouses or partners for childcare.

The union does not guarantee that all members will be reimbursed for full amount. Maximum will be $30.00 per family per meeting. Reimbursements will be determined by budget committee.

Members seeking reimbursement should receive their cheques within 2 weeks of the submission deadline.

( approved by by the Joint Executive, October 15, 2008;  amended April 30, 2010)

Donations and Gifts Policy 

1: The CUPE 4163 Donations Review Committee shall review donation requests on a monthly basis and make donation recommendations to the Joint Executive at monthly meetings.

2: The Donations Review Committee will be comprised of at least 2 of the 6 Vice Presidents from at least 2 different components.

3. The review committee adopts and processes donation based on the following set of priorities and with the following monetary stipulations as guidelines:

1. Gifts to individual members for ‘care and concern.’ Suggested limit $100.

2. Individual member requests for sponsorship of issues , events for which they volunteer, etc. Limit $200 per event/issue.

3. Direct CUPE 4163 interests (labour related). Suggested limit $100.

4. Larger Victoria community. Suggested limit $100.

5. Mass mailing requests. Not to be given out to the same group more than once per year; suggested limit of $50.

6. Emergency situations (disaster relief, etc.). Suggested limit $150.

4: The Donations Review Committee shall keep a record and file of all donations approved and denied by the Joint Executive.

(approved by the Joint Executive, June 20, 2011 (pt 3 –  May 9, 2012) )

Executive Meeting Remote Attendance Policy

If a person is unable to attend in person due to a medical or disability issue, they will be accommodated if possible and appropriate.

(approved by the Joint Executive, February 3, 2010)

Executive Out of Pocket Expenses

General and component meetings shall not be included in the calculation of Executives’ out of pocket expenses.

(approved by the Joint Executive, October 26, 2012)

Grievance decision appeal process policy

The person(s) affected by a decision of the Grievance Committee may appeal the decision of proceeding or not with a grievance. The CUPE4163 Executive shall form the appeal body. With at least one week’s notice of meeting, a minimum quorum of the Executive shall meet to determine the status of a grievance. Members who voted on the grievance shall not have a vote on the appeal.

(approved by the Membership, November 3 , 2016 )

Membership List Sharing Policy

CUPE 4163 membership lists may be used for ‘information’ purposes (e.g., the Public Employee Magazine, campaign literature, etc.). They should not be used for solicitation purposes (e.g., the CUPE credit card).

(note: CUPE BC receives updated mailing lists every semester. CUPE 4163 members are members of CUPE BC and they pay for the services that CUPE BC provides (such as communications).)

(approved by the Executive December 6, 2012)


Appropriate Use of Member Contact Information Policy


From time to time it may be practical to provide Component 1 Departmental Stewards with the contact information for the Component 1 members in their home department, or in a department that the Steward is responsible for. This policy governs appropriate use of said contact information if and when it is made available.


  1. All communications must be in accordance with the privacy act.
  2. All members shall be blind carbon copied (bcc) at all times and on all correspondence.
  3. Stewards will copy CUPE 4163 Staff on all correspondence with members.
  4. Upon completion of their duties as Shop Steward the Shop Steward shall destroy any record of member contact information.
  5. The Membership list information shall be used only for the following purposes:
    1. Communication with members in regards to their Collective Agreement rights and responsibilities as vetted by staff.
    2. Communication with members about the timing and location of Union meetings.
    3. Communication of bargaining information, as approved by the office.
    4. Any other communications expressly approved by the CUPE 4163 Executive for distribution to members.
  6. The Membership list information shall not be used for any purposes related to, but not limited to:
    1. Solicitation or promotion of goods or services;
    2. Social interaction;
    3. Other

(approved by Executive 2015)

Per Diem Policy

$10 per day for union business where meals are provided; otherwise, $18 for breakfast, $21 for lunch, and $32 for  dinner.” Receipts are not required for the per diem.

(approved by the Joint Executive, May 9, 2012, but members may want to retain receipts for tax purposes.)

Sharing contact information with elected officials

For the purposes of union business, members’ contact information will be provided by the staff to CUPE 4163 elected officials as follows:

1. Each vice-president will receive, upon request, the Union’s membership contact information for the members in their component.

2. All communications must be in accordance with the privacy act.

(approved by the Executive December 6, 2012)

Social Justice Fund Policy

Members wishing to make nominations for Social Justice Fund recipients must have a member to serve as spokesperson at the general meeting. Nomination speeches will be limited to two minutes. Members of the executive can not serve as the spokesperson.

(approved by the Executive December 5, 2013)

Transferring Funds Between Bank Accounts Policy

The Treasurer has the authority to transfer money from regular chequing to defense chequing with approval of someone with signing authority (presidents).

(approved by the Joint Executive, July 26, 2011)


Transportation Policy

Parking costs are reimbursed when receipt provided and on CUPE 4163 business. taxi or airport shuttle costs from airport to hotel to meeting place are reimbursed upon submission of receipts. Members should make every reasonable effort to carpool and travel together.

(approved by the Joint Executive, May 9, 2012 )

Travel accommodation policy

When staying out of town on Union business, members will stay in unionized hotels unless none are available.

(approved by the  Executive, December 5, 2013 )

Using Technology to Support JE Member Participation Policy

CUPE 4163 is committed to supporting Joint Executive members to participate in Executive and Committee meetings’ discussions and decision making. CUPE 4163 tries to accommodate participation through adjustments of meeting times, providing child care support and monthly stipends to support participation. Recognizing that circumstances may arise to prevent JE members from coming to the UVic campus to attend meetings in person, CUPE 4163 is also committed to supporting participation-at-a-distance using available technology supports.

Technology options may include but is not limited to teleconferencing or using VOIP (Skype, Googletalk). Preferred options would be mechanisms that are readily available, have low or no cost, and allow for ease of communication.

It is assumed that members will make every effort to attend meetings in person. It is assumed that a JE member will only use this accommodation if circumstances absolutely prohibit attendance in person.

A member requiring to participate-at-a-distance should give as much notice as possible to staff to allow for making logistical arrangements.

A member participating remotely has the same rights and responsibilities of participating as in-person attendees. A member who is ill etc. should not feel obligated to participate. Some meetings (for example in camera meetings) may not be suitable for remote participation. These situations should be individually considered.

Workshop Attendance Policy

If someone misses a workshop without a valid reason, they will be put at the bottom of the list for the next workshop they apply for. Also, if it is a CUPE executive member, their stipend will be deducted to compensate for the costs of the workshop.

(approved by the Joint Executive, February 3, 2010)