Participating in staff delegate elections

Last updated more than 5 years ago

Any employer, whatever the nature of their activity, the legal form of the company and the business sector in which they operate, is obliged to appoint staff delegates in establishments regularly employing at least 15 employees bound by an employment contract.

All the employees at the establishment, irrespective of their nationality, may take part in the election of the staff delegates, provided they are 18 or over, are bound to the establishment by an employment or apprenticeship contract, and have been at the company for at least 6 months at the time of the election.

Employees under 21 years of age, and who have been working for the company for at least six months at the time of the elections, must elect young employee delegates, if the establishment regularly employs at least five young workers. The young employee delegates are responsible for advising the head of the establishment and the staff delegation on all issues pertaining to the working conditions and protection of the young employees, and on questions relating to apprenticeship.

Who is concerned

The following may take part in the election:

  • employees and apprentices who, at the time of the election, are at least 18 years old and have been working for at least six months in a company or any other establishment situated in the Grand Duchy of Luxembourg, employing at least 15 employees;
  • employees and apprentices who, at the time of the election, are at least 18 years old and work for a government administration or public-sector establishment, but whose labour relations are not governed by a public-law or equivalent statute (e.g., civil servants and state employees), provided there are at least 15 of them.

To be electable as staff delegates, employees must meet the following conditions:

  • be at least 18 years of age on the day of the election;
  • have been continuously employed at the company for at least a year on the day of the election;
  • be a Luxembourg national; a national of a member state that is party to the Agreement on the European Economic Area (EEA); a national of a state that is not party to the EEA Agreement, but who holds a type-B or type-C work permit issued in compliance with the legal and regulatory provisions governing the use of foreign labour.

Nevertheless, citizens of a non-EEA member state, employed under a work permit other than type B or C, may still be elected to up to one third of the seats on the staff delegation. If more than this number are elected, the excess number shall be replaced, if need be, by Luxembourg nationals, nationals of an EEA member state, or nationals of an EEA non-member state holding a type-B or type-C work permit, who have not been elected but who, from the same list of candidates, obtained the highest number of votes.

Relatives of the CEO, managers, directors and the company's head of HR, up to the 4th degree, may not be elected as regular or deputy members of a staff delegation.

How to proceed

Staff delegates' mandate

A staff delegate is elected for a term of 5 years. They can be re-elected. The deputy delegate shall replace a regular delegate in case of any unforeseen circumstances. The deputy definitively replaces a regular delegate whose mandate has expired.

Generally speaking, the CEO must allow the delegates the time they require to carry out their functions, and to pay them for that time as though they were hours actually worked.

In establishments whose represented workforce is no more than 500 employees, the CEO must grant the staff delegates an allotment of paid hours proportional to the number of employees they represent, based on an allotment of 40 hours per week for a constituency of 500 employees.

In establishments with over 500 employees, the CEO must release from all work generally, and grant a permanent exemption from work, with full pay, one or more staff delegates depending on the number of constituents represented.

Staff delegations may meet once a month during working hours, subject to 48 hours' notice given to the management (unless a shorter notice period is mutually agreed upon). However, they must meet during working hours at least six times per year, including three times with the management of the establishment in attendance. Time spent at these meetings is paid as ordinary working time.

The main delegation may also arrange consultation times in the delegation's offices for the establishment's employees. If the delegation comprises one or more delegates released from other work, these consultations are conducted by the latter during working hours, at times set by the delegation and communicated to the CEO beforehand.

Delegations with no delegates released from all other work may arrange consultation times either during or outside working hours. If the consultation times are during working hours, the delegations must first reach agreement with the CEO as to the times, the means of organisation, and the granting of the times. The consultation time during working hours are deducted from the delegation's allotment of hours.

Training leave

Training leave is the time given to staff delegates to participate, during working hours and without loss of earnings, in training activities organised by trade unions or specialist institutions to enhance their economic, social and technical knowledge.

The employer must grant regular delegates and the equal opportunities officer a certain allotment of hours off – without loss of earnings – to take part in training activities to enhance their economic, social and technical knowledge in their capacity as staff representatives:

  • in establishments regularly employing between 15 and 50 employees, each individual staff delegate is entitled, over the course of their mandates, to one working week training leave, with the relevant remuneration being paid by the State;
  • in establishments regularly employing between 51 and 150 employees, each individual staff delegate is entitled, over the course of their mandates, to two working weeks training leave, with the remuneration equivalent to one week's training leave being paid by the State.
  • in establishments regularly employing more than 150 employees, each individual staff delegate is entitled to one working week training leave per year.

In establishments employing no more than 150 people, the equal opportunities officer has two half-days of training leave per year, with the relevant remuneration being paid by the State.

Training leave must be granted by the CEO to delegates wishing to take part in training courses selected from a list of courses approved each year, by mutual consent, by the employer organisations and the trade unions representing the greatest number of members nationwide.

The duration of training leave may not be deducted from annual leave; it is treated as working time.

Protection against dismissal

Special protection against dismissal is provided to:

  • regular and deputy delegates, equal opportunities officers, and safety officers (members of the staff delegation), during their mandate and during the first 6 months after the expiry or cessation of their mandate;
  • safety officers (not members of the staff delegation, chosen from among the other employees) for the duration of their mandate;
  • candidates for a delegate's mandate, for a period of 3 months following the submission of their names as candidates.

Based on recent and unprecedented jurisprudence, if company elections are cancelled by the Director of the Inspectorate of Work and Mines, and the employer has not held new elections within two months of the cancellation date—as provided for by article 41 of the Grand-Ducal Regulation of 21 September 1979—, the candidates for staff-delegation positions remain protected until new elections are held. (on this matter, see: Order of the President of the Court of Appeal on special protection against dismissal, 18 August 2009).

Roles of the staff delegate;

The staff delegation acts as mediator between employees and their employer. The mission of the staff delegates, notably, is to safeguard and defend the interests of the employees of the establishment in terms of working conditions, occupational safety and social status, as long as that mission is not within the remit of the joint works committee, if there is one.

Notably, it is the responsibility of the staff delegation to:

  • present the employer with any and all claims, both individual and collective;
  • ensure the correct application of laws, regulations and collective working agreements;
  • prevent and deal with any individual or collective disputes which may arise between the employer and the employees;
  • put forward amendments to the company's internal regulations;
  • where applicable, if disputes cannot be resolved, refer the case to the Inspectorate of Labour and Mines (Inspection du travail et des mines - ITM).

Once in place, the staff delegation must nominate a safety officer, either from among its own ranks or from among the other employees of the establishment, who must notably be informed of all risk assessments and measures to protect the company's employees.

The staff delegation must also appoint an equal opportunities officer from among their number, who is responsible for ensuring equal treatment amongst employees of both genders in the establishment, in terms of access to work, training, and promotion, and of salary and working conditions.

Election of the staff delegation

The regular delegates and deputies are elected by secret ballot for a period of 5 years, and may be re-elected. The delegations are wholly renewed between 15 October and 15 November each 5th calendar year, at a date set for all renewals by the Labour Minister.

However, elections may also be organised outside of this period:

  • on the initiative of the Minister with the portfolio for labour-related matters, if, on a list, there are no longer sufficient regular delegates, and there are no longer enough deputies to fill the empty seat or seats;
  • if the workforce of an establishment reaches the threshold level required to set up a delegation;
  • in case of an injunction from the head of the ITM, addressed to the CEO, if the legally required delegation or delegations are not instituted.

Vote in companies with between 15 and 99 employees

The elections are conducted in accordance with the majority-based system (relative majority) in companies with fewer than 100 employers. In this system, prospective candidates declare their candidacy on an individual basis.

Each elector may cast a single vote for each of the candidates, up to the total number of votes to which they are entitled, which corresponds to the number of regular and substitute representatives to be elected:

  • in companies with between 15 and 25 employees, the latter elect one delegate and one deputy;
  • in companies with 26-50 employees, the latter elect two delegates and two deputies;
  • in companies with between 51 and 75 employees, the latter elect three delegates and three deputies;
  • in companies with between 76 and 99 employees, the latter elect four delegates and four deputies;

The candidate or candidates having obtained the highest number of votes are elected. The runners-up become deputies, until the total number of mandates available is reached.

The introduction of the single status eliminated the difference between labourers and private employees. Now, there is only one staff delegation set up for all employees, by single poll.

Vote in companies with at least 100 employees

In companies with at least 100 employees, the election takes place in accordance with the rules of proportional representation. This is a voting system whereby the positions are distributed between the different lists presented proportionally to the number of votes they have obtained.

The maximum number of candidates on a list is equal to the number of regular and deputy delegates to be elected. Each voter has as many votes as there are regular and substitute representatives to elect.

A list cannot be elected to a seat if they do not garner at least 5 % of the votes cast.

Declaration of candidacy

In an election using the majority system, potential candidates declare their candidacy on an individual basis.

In an election using the proportional representation system, candidates are put forward in the form of a list or ticket.

Candidacies can be presented by:

  • trade unions with general nationwide representativeness (in accordance with article L. 161-5 of the Labour Code);
  • trade unions with representativeness in an economic sector of particular importance (in accordance with article L.161-6 of the Labour Code);
  • trade unions defined by article L.161-3 of the Labour Code, where these organisations represent the absolute majority of the members of the outgoing delegation, at the time of declaration of candidacy;
  • for companies with at least 100 employees: the group or groups of employees in the establishment representing at least 5 % of the workforce to be represented, but not exceeding 100 employees;
  • for companies employing 15-99 employees: a group of 5 candidates.

Each list and each declaration of candidacy must be accompanied by a declaration signed by the candidate(s) stating that they accept their responsibilities as candidates. The lists of declarations of candidacy must be submitted to the CEO or their deputy no later than the 15th calendar day before the election at 18:00. Beyond this deadline, candidacies are no longer accepted.

Posting of information about the elections

An election notice must be posted, at least a month before the elections, informing the company employees of:

  • the place and date of the election;
  • the opening and closing times of the polling operations.

That notice must also specify:

  • the number of regular and deputy delegates to elect;
  • the place where anyone interested can find the names of the candidates;
  • the conditions for the passive electorate.

Three weeks prior to the elections, alphabetical lists of the employees meeting the conditions of active electorate (the electors) and passive electorate (the candidates for election) must be made available to the employees. They must be informed that any complaint against these lists must be presented to the CEO or deputy within 3 working days of their deposition.

Voting procedure

One of the duties of the Inspectorate of Labour and Mines (Inspection du travail et des mines - ITM) is to advise and assist both employers and employees, and provide practical legal and technical information on implementing legal, regulatory, administrative and conventional provisions relating to labour law, particularly with regard to the organisation of elections within a company.

In principle, the vote should take place in exactly the same way as for any election. A voting office with ballot boxes is located at one or more sites within the company, which are specified in a public communiqué.

Every employee is issued a ballot paper, which they fill in confidentially in a designated voting booth. Once folded, the ballot paper is placed into the ballot box.

In certain circumstances, authorisation may be sought from the Labour Ministry to conduct a postal vote. in this case, the employer or staff delegation sends a request by registered letter to the Labour Ministry, and a certified copy to the ITM. Ministerial authorisation is issued in the form of a ministerial decree setting the respective deadlines.

Forms / Online services

Elections des délégations du personnel : modèle de candidature isolée

Elections des délégations du personnel : modèle de candidature isolée

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Modèle de demande d'autorisation de vote par correspondance lors des élections sociales

Modèle de demande d'autorisation de vote par correspondance lors des élections sociales

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Modèle de publication des listes électorales (délégation du personnel)

Modèle de publication des listes électorales (délégation du personnel)

Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.

Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

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