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SCHEDULING PROCEDURES

The Scheduling Procedures are divided into the following three (3) sections: (based on the areas of reporting)

  1. Scheduling Supervisor
  1. Reporting Absences (within business hours)
  2. Reporting Awake Hours
  1. Location Supervisor
  1. Shift Trade Requests
  2. Shift Replacement Requests (part-time only)
  3. Time in Lieu Requests (full-time only)
  4. Vacation Requests
  5. Requests for additional hours of work or changes to the schedule due to the needs of the people supported
  1. On-Call Supervisor
  1. Reporting Absences (outside of business hours or when Scheduling Supervisor is away from work)
  2. Emergency Shift Change Requests (outside of business hours)
  3. Assistance with emergencies (i.e. medical for people supported)
  1. All Supervisors
  1. Requests to Work Overtime (i.e. extend shift for emergency purposes only)

A. SCHEDULING SUPERVISOR

Contact Information:

E-mail:

Office phone: 519-686-3010 or 519-686-3000 ext. 380

Cell phone: 226-678-1649

i)Reporting Absences

An Absence is defined as any employee who is unable to attend work. For example: any absence due to sickness or emergency.

The following rules apply:

  • All absences are to be reported to the Scheduling Supervisor via phone callbetween 0800 – 1600 Monday to Friday.
  • As much advance notice as possible is appreciated and should be given to the Scheduling Supervisor so that adequate arrangements can be made to cover the position. Absences must be reported in sufficient time (a minimum of 2 hours prior to the shift).

ii)Awake Hours Reporting

Awake hours are defined as a duration of time that requires the sleepover staff to be awake due to the needs of the people supported.

The following rules apply:

  • Awake hours that occur during a sleep shift must be reported to the Scheduling Supervisor before the end of the shift or within twenty-four (24) hours of the shift.
  • Staff must report the awake hours via e-mail to the Scheduling Supervisor and CC: the location Supervisor.
  • The Subject line of the e-mail must state: “Awake hours, (insert location), (insert date of awake hours)”.
  • In the e-mail staff must clearly identify:
  • exact awake hours i.e. 0100-0230
  • location
  • detailed reason for the awake hours

B. Location Supervisor

i)Shift Trade Requests

Shift trading is defined as staff swapping shifts that are equal in number of hours worked.

The following rules apply:

  • Requests must be made to the location Supervisor only
  • The request must be made by all parties via e-mailat least two (2) business days before the date of the requested change to the schedule.
  • The Subject line of the e-mail must state: “Shift trade, (insert location), (insert date of shifts)”.
  • In the e-mail staff must clearly identify:
  • Shift hours
  • Location
  • Full name(s) of other staff involved
  • The location Supervisor will provide both parties with an e-mail response within a reasonable timeframe of the receiving the request.
  • If the shift trade is denied the location Supervisor will provide a reason

ii)Shift Replacement Requests (part-time only)

Shift replacement is defined as voluntarily giving a shift to another staff member.

The following rules apply:

  • The employee filling his/her shift must offer the shift to all part-time employees oriented to or working at the location in order of seniority, starting with the most senior person on the part-time availability list.
  • If the person with the most seniority is not available (either by choice or inability to contact) then the next senior employee must be called and so on.
  • Staff must give other staff members, in order of seniority, reasonable time to respond to a request in relation to when the shift is scheduled to occur
  • Requests must be made to the location Supervisor only.
  • The request must be made by both partiesvia e-mail at least two (2) business days before the date of the requested change to the schedule.
  • The Subject line of the e-mail must state: “Shift replacement, (insert location), (insert date of shift)”.
  • In the e-mail staff must clearly identify:
  • Shift hours
  • Location
  • Full name(s) of other staff involved
  • The location Supervisor will provide both parties with an e-mail response within a reasonable timeframe of receiving the request.
  • If the shift coverage is denied the location Supervisor will provide a reason

Even though it is not encouraged, CLL will try to be flexible with your request to be absent from work with short notice by allowing shift replacement and shift trades. These practices have an impact on the supports provided to people. Therefore, they will be monitored and minimized if they are found to be frequent and impacting the operations of the agency.

iii)Time in LieuRequests (full-time only)

The following rules apply:

  • Time owing shall be taken as soon as possible, but no later than three (3) months after it has been earned.
  • Accumulated overtime will not exceed twenty-four (24) hours and must be scheduled off in periods approved by the location Supervisor.
  • Staff must contact only their location Supervisor for all requests to use time in lieu.
  • The location Supervisor will provide a response within a reasonable time frame of receiving the request.
  • If the request to use time in lieu is denied the location Supervisor will provide a reason.

iv)Vacation Requests

The following rules apply:

  • Time off request is to be submitted through CARM to the location Supervisor
  • The location Supervisor will provide a response within a reasonable time frame of receiving the request.
  • If the request to use vacation is denied the location Supervisor will provide a reason.

For further information regarding vacation requests please refer to Article 19 of the Collective Agreement.

v)Requests for additional hours of work or changes to the schedule due to the needs of the people supported

C. On-Call Supervisor

i)Reporting Absences

An Absence is defined as any employee who is unable to attend work. For example any absence due to sickness or emergency.

The following rules apply:

  • If you are unable to report your absence to the Scheduling Supervisor during the hours of 0800 – 1600 Monday to Friday or are unable to speak directly with the Scheduling Supervisor, your absence must be reported to the Emergency Cell Phone Supervisor (519-661-7469).
  • As much advance notice as possible is appreciated and should be given to the Emergency Cell Phone Supervisor so that adequate arrangements can be made to cover the position. Absences must be reported in sufficient time (a minimum of 2 hours prior to the shift).

ii)Emergency Shift Change Requests (outside of business hours)

Approval will be made at the discretion of the Emergency On-Call Supervisor

iii)Assistance with emergencies

D: All Supervisors

i)Approval for Overtime

The following rules apply:

  • In the case of an emergency, all overtime shall be authorized by the location Supervisor, Scheduling Supervisor or Emergency Cell Phone Supervisor (519-661-7469).

Notes:

Every attempt will be made to accommodate requests, however Supervisors reserve the right to accept or deny requests on the following merits: Training, skills and experience, the needs of the people supported, and compliance with the Ontario Employment Standards Act.

In the absence of the location or Scheduling Supervisor, requests must be submitted to the designated person. Staff will be given notice via e-mail identifying the designated person.

ALL edits to schedules must be approved by a Supervisor in advance.

May 2018

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