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Guide to a Written Employment Contract

Considerations for Animal Health Technologists/ Veterinary Technicians


2005
______________________________________________________________________________________________

Purpose: An Employment Contract sets out the terms and conditions of the relationship
between an employer and an employee (AHT/VT). It documents the obligations
they have to each other, the benefits they will receive from each other and
defines workplace expectations for both. Employment Contracts should define the process
for termination of the employer/employee relationship in the future. Ideally,
Employment Contracts are reviewed on a regular basis and are tailored to
suit individual veterinary practices or veterinary related businesses.

Background Elements of an Employment Contract:

1. Language:
Employment Contracts must be designed so as to be clear, understandable and capable
of certain application. They should include “promises” and/or verbal representations that the
employer made during the hiring period and/or hiring interview. Many written
Employment Contracts presented by employers look after their interests; but who is looking after
yours? If you have some leverage, recognize it, understand it, and utilize it to negotiate! Do
not settle for the “standard form” version of an Employment Contract.

2. Employee Performance:
Employment Contracts should outline the employer’s work performance expectations for
the employee. The Employment Contract can be the basis that an employer uses for
performance management and to terminate a Veterinary Technician should her work
performance not meet the employer’s expectations.

The employer’s promise to promote, to increase salary, to provide bonus plans, fringe
benefits, and/or car allowances must be in writing or the Veterinary Technician can forget
about receiving them.

3. Terms:
Employment Contracts are very comprehensive. Each Animal Health Technologist
/Veterinary Technician who is currently employed, has an Employment Contract--even if it
is not in writing. The terms of an employment contract come from many sources,
including:

• written communication • Common Law--contract terms,


between employee and implied to be included, by the
employer Courts
• oral representations made • employer policies, bonuses,
by the employer vacation, annual reviews,
performance problems
• Collective Agreements • Veterinary Industry Standards
• Workplace Legislation-- • Provincial Veterinary Acts
Human Rights; OH&S;
Employment Standards

4. Minimum Standards:
Written Employment Contracts must be consistent with the minimum standards
contained in the applicable Province’s Employment Standards legislation. When
Employment Contract do not specifically mention the items below, the Courts treat the

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Employment Contract as though it includes the minimum standard on the important
aspects of employment. There are minimum standards on the following topics:

• Minimum Wage • Leaves from Work


• Minimum Daily Pay • Termination
• Meal and Rest Breaks • Weekly Days of Rest
• Payment of Earnings • Deductions
(paydays)
• Hours of Work • Employee File Management
• Overtime • Probationary Periods
• Statutory Holidays • Parental Leave
• Annual Vacation • Definition of “employee”

5. Considerations:
For an Employment Contract to be valid, it must involve consideration, that is, something
of value promised by each party to the agreement. In an Employment Contract,
consideration is the employer’s promise to hire and the Veterinary Technician’s promise
to perform service. Consider the following:
• If the Employment Contract is entered into after the Veterinary Technician starts
working, it may not be enforceable; as courts may hold that the employer’s promise to
continue to employ an employee already on the job is not legally valid consideration.
• If a currently employed Veterinary Technician is asked to enter into a formal
written Employment Contract, this may arouse her suspicions and justify a claim of
constructive dismissal. Therefore, it is best to choose a time when the employer is
providing additional consideration--like a promotion or a substantial compensation
increase.

6. Termination of Employment Contract:


Employment Contracts should be forward thinking and define the process for termination of
the employer/employee relationship. An effective Employment Contract allows you to plan
for an orderly and fair break up. They may include a definition of “Termination of Contract
Notice” and “Restrictive Covenants”.

The Courts require that Employment Contract termination notice be reasonable; there are
Provincial statutory minimum standards on this topic.

Restrictive Covenants (or, Non-Competition clauses) are designed to limit the right of a
formerly employed Veterinary Technician to compete with the employer, solicit its
employees or clients, or disclose confidential business information. The rights of the
employer to protect his business interests from harm must be balanced such that the former
Veterinary Technician can still to earn a living in her career. Geographic scope and
duration of the restrictive covenant following the Employment Contract termination must also
be reasonable.

Other Factors to Consider:

1. Letter of Offer of Employment:


It is standard practice for employers to provide a written Letter of Offer to the Veterinary
Technician selected during the hiring process. The Letter of Offer should be brief in its
summary of the employment position and it must indicate the need for the selected employee
to sign an Employment Contract. A separate meeting time must be arranged for this event. A
sample Letter of Offer is attached.

2. Seek Legal Advice:


Employment Contracts are legally binding only when prepared appropriately. Both the
employer and the Veterinary Technician have vested interests in ensuring their rights and

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obligations are properly characterized in an Employment Contract. If you have never before
prepared or signed an Employment Contract, get legal advice. From the Veterinary Technician’s
perspective, you do not have to sign an Employment Contract the moment a job offer is
presented to you--good employers will allow you the time required to consult with your legal
advisor.

Employment Contract Details:

1. The full legal names of both contracted parties: the Employer and the Veterinary
Technician.

2. Starting Date of the Job.

3. Job Title and Job Description.

4. Mailing Address of the Employer and/or Workplace and the Veterinary Technician.

5. Remuneration Details.
• hourly rate/salary
• payment details--weekly/monthly/biweekly
• direct deposit options

6. Hours of Work.
• requirement per week/month/shift
• starting time/quitting time/break time
• a “fixed term” agreement should include terms for renewing it

7. Holiday Entitlement.

8. Sickness Entitlement.

9. Pension Plan details.


• there will be additional forms for you to sign from the Underwriter of the Pension
Plan
• deductions from your pay must be authorized by you--another form to sign.

10. Grievance Arrangements.


• Line of Authority--who is your direct Supervisor
• Communication channels; process

11. Disciplinary Procedures.

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12. Termination of Employment Contract.
• Notice Period
• Restrictive Covenants

13. Signatures of both the employer and Veterinary Technician.

14. Date the Employment Contract was signed by both parties.

SAMPLE EMPLOYMENT CONTRACT

Employer Letterhead

This Employment Contract dated this___(day) of__(month)__ 2005.

BETWEEN: Full Name and Mailing Address


of the
“Employer”

-------AND------

Full Name and Mailing Address


of the
“Veterinary Technician”
Hereafter, referred to as the “employee”

BACKGROUND:

A. The “Employer” is duly incorporated, organized and existing under the laws of (name of
Province).
B. The “Employer” is of the opinion that the “Employee” has the necessary qualifications,
experience and abilities to assist and benefit the “Employer” in its business.
C. The “Employer” desires to employ the “Employee” and the “Employee” has agreed to
accept and enter such employment upon the terms and conditions set out in this agreement.

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IN CONSIDERATION OF the matters described above and of the mutual benefits and obligations
set forth in this agreement, the receipt, and sufficiency of which consideration is hereby
acknowledged, the parties of this Agreement agree as follows:

Employment start date: (July 4, 2005)

• without an end date, the agreement will remain in effect until it is cancelled
by one of the parties.

Position Title: (Veterinary Technologist I)

Duties and Responsibilities:

• these should be described in a detailed and attached position description


document
• the position description document should be referred to as “Part of this
Agreement”

Reporting Lines: The (Position Title) reports to (Title of direct Supervisor)

Compensation:

Salary:
The annual salary of the (Position Title) is $_________ for the first year. (or suitable
“probation” period)
The annual salary will be increased by _______% effective on (date).
Salary increases will be negotiated to take effect at the beginning of each renewal
period (or, specify a date).

Group Benefits: the “Employers” Group Benefits must be succinctly described including
when the “Employee” will be eligible

The (Position Title) is eligible for coverage under the organization’s Group
Insurance Plan (refer to actual name of Insurer and/or Policy).
OR
The (Position Title) will receive payment equal to ____% of salary in lieu of benefits.

The cost of Group Insurance will be paid by the “Employer” with the exception of
the cost of the premium for Long Term Disability Insurance, which will be deducted from
the “Employee’s” pay.
OR
The cost of Group Insurance will be shared: 50% will be paid by the “Employer”
and 50% will be deducted from the “Employee’s” pay.

Retirement: The “Employer” will make a contribution on behalf of the “employee” to (Name of
a Registered Retirement Savings Plan) equal to ____% of the “Employee’s”
annual salary.

Other Benefits: The annual (Name of Provincial AHT/VT Association) membership fees will
be paid by the “Employer” on behalf of the “Employee”.

The “Employer” agrees to provide $ ____ per annum to facilitate Continuing


Education as required to maintain membership Status in the (Name of Provincial

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AHT/VT Association). Salary will be paid for ____ days per annum for Continuing
Education purposes.

Document any other Benefits provided by the “Employer” for the “Employee”
here.
Life Insurance policies and premiums offered to the “Employee” should be
discussed here.

Work Schedule: The “Employer’s” policies on standard hours, overtime and compensatory
time apply to this position.
• refer to any Collective Agreements articles that apply.
OR
The standard hours of work for the “Employee” are ______ hours per week.
The “Employee” will be compensated for work time that exceeds standard hours at
a rate of 1.5 times their regular hourly rate provided that overtime work is
approved in advance by (Title of position with the authority to authorize overtime).

The “Employee’s” usual hours of work will be: ___ AM to ___ PM. Lunch breaks
are not paid. Breaks will be scheduled as the work allows and will be no more than
15 minutes in a four hour period.

Pay Schedule: The “Employee” will be paid according to the “Employer” established Pay
schedule. This could be an attachment.
OR
The “employee” will be paid as follows: Monthly direct deposit of salary (or other
applicable pay period).
• refer to any Collective Agreements articles that apply.

Vacation Leave: The “Employee” is entitled to vacation leave with pay in accordance with
the following:

Years of Service Completed Annual Leave


1-3 years 3 weeks
4-6 years 4 weeks
7+ years 5 weeks
• clarify vacation entitlements for the first year--can vacation be taken as it
accumulates or must it be taken following the year of service.
other leave: if the employee is entitled to other leave, like Sabbatical or leave for personal
reasons, then mention it here.

Annual Performance Review:


The work performance of the (Position Title) will be reviewed annually by (Title of
supervisor or manager with this responsibility) based on the criteria agreed by the
(Position Title) and (supervisor, manager or committee acting on behalf of the
“Employer”) at the beginning of the period subject to review.
• Refer to the Position Description document.

Settlement of Disagreements:
Describe the process or procedure that will be used to settle disagreements that
will be used to settle disagreements between the employer and the employee when
they cannot resolve the disagreement themselves.

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Cancellation of this Agreement:
This agreement can be cancelled only as follows:

By the “Employer”, in the event of the “Employee’s” death or “With Cause”: no


compensation will be paid to the “Employee” after the agreement is cancelled.

By the “Employer”, “Without Cause”: the employer provide give a minimum of


____ weeks notice to the “Employee” and pay salary and benefits in respect of the
notice period as agreed.

By the “Employee”: the employee will provide a minimum of ___ weeks notice.
The “Employer” will pay salary and benefits in respect of the notice period as
agreed.

Restrictive Covenants:

The “Employee” will be restricted from contacting current “Employer’s” clients, for
the purposes of conducting or providing veterinary related services for a period of
____ months from the time this employment agreement is terminated by either
party.

The “Employee” agrees that all Fees for Services applied for Veterinary Services
provided to clients during the course of business will remain confidential for a period
of ____ months from the time this employment agreement is terminated by either
party.

I DECLARE that I have read and understand the terms and conditions of the
employment position described herein.

__________________________________
____________________________________________
(Date) (Name of “Employee”
selected during hiring process)

I DECLARE that (Name of Employer or Business) the terms and conditions of the
employment position described herein is offered to (Name of selected
“employee”).

____________________________________
____________________________________________
(Date) (Name of individual
legally representing the “Employer”)

SAMPLE LETTER OF OFFER

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Employer Letterhead

(Date:)

(Name)
(Address)
(City, Province , Postal Code)

RE: LETTER OF OFFER OF EMPLOYMENT - (Position Title)

Dear (Ms. Last Name)

Following our recent discussion, we are delighted to offer you the position of (Position title)
with (Name of Business). You will become part of a fast-paced and dedicated team that works
together to provided clients with the highest level of Veterinary care.

As a member of our (Name of Business) team, we would ask for your commitment to deliver
outstanding quality and results that exceed client expectations. In addition, we expect your
personal accountability in all the products, actions, advice and results that you provide as a
representative of (Name of Business). In return, we are committed to providing you with every
opportunity to learn, grow and develop to the highest level of your Veterinary Technician career.

We are would like to enter into an Employment Agreement with you that will adequately
characterize our new employer/employee relationship. Our Administrative Assistant will contact
you by telephone next week to set a meeting date.

The following points highlight the terms and conditions that we are proposing:

Job Description: (See attached document)

Start Date: (date)

Salary: ($ Per Year)

Probation: (Indicate Name of Business’s Policy)

Group Benefits: (Provide list of Benefits--no details)

Hours of Work: (Describe the hours of work per week this position requires)
(Indicate what time and location the employee should show at work on the first day)

Following the initial probationary period, a progression and performance review will be
conducted on a quarterly basis to assess performance to-date, and to clarify or modify this
arrangement, as the need may arise.

Sincerely,

(Name of person acting on behalf of the Employer)


(Title)
(Name of Business)

With the signature below, I accept this offer of employment.

_____________________________________ ____________________________

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(Name of Veterinary Technician) (Date)

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