Margaret Ferrell Debbie Gyorki Christina Ingram Staff Scheduling Extension: 2527 A-Wing, Main Floor Monday to Friday: 0630 – 1600 Margaret Ferrell Debbie Gyorki Christina Ingram

Absence Reporting If you cannot work your next shift due to illness, you must call your unit as soon as possible! You must speak to your unit clerk first and your Group Leader as well. Be sure to give your shift that will be missed and estimated length of illness

Absence Reporting If your illness causes you to miss more than one scheduled shift, you must call your unit again before every subsequent shift that will be missed. If a call is not received by the times described here, your unit will assume you are able to return to work. NB: If you are well enough to return to work for your next shift, just show up. Must call by: Shift Time: 1400 hrs Tomorrow’s Day shift 0900 hrs Today’s Evening shift 1200 hrs Today’s 12 hour night shifts Today’s 8 hour night shifts

Availability Part-time and work share employees are expected to use the Availability Form to provide monthly availability. Part-time Availability requirements: ONA: a) at least 45 hours per pay period b) at least 2 weekends off in 4 SEIU: a) 48 hours biweekly b) at least 1 weekend off in 3

Availability Due Dates This form can be found on: S drive/Staff Scheduling/Forms

Steps to Submitting Availability Form: Log into web mail At the bottom of the form is an icon for Public Folders – click on this icon Top left hand side is a folder called MS Mail Shared Folder – click on this icon Both Staff Request form and Availability Form are there Select the form you wish to use and click Forward Complete the form and send to your designated email list Remember to copy yourself and the other person if there is a switch happening

Availability Forms Availability Form must be completed returned by dates listed, or we will assume full availability. Form is embedded in your webmail

Vacation Planning Planning is done on a 6 month basis, twice a year. Vacation Dates Planner open Approvals Posted January to June 14th August 15th – September 15th of previous year October 15th of previous year June 15th to December February 15th to March 15th of same year April 15th of same year

Switches/Giveaways With Posted Rotor: Find a replacement no less than 48 hours prior to scheduled shift Complete the Staff Time Change Switch Sheet completely and email it to designated email group. Copy the co-worker who agreed to take your shift to the email group as well Full-time: Ensure you have sufficient vacation time available, then complete the Staff Time Change Switch Sheet leaving out the “person agreeing” section and email it to designated email group Group Leader will review with unit clerk and determine if switch can be approved. Denial will be emailed back to you. Note: Shift switch can be denied based on the need to safely staff the unit. Approval can be assumed if you do not receive an email. Check rotor to confirm.

Requests on a Pending Rotor: Part-time: Complete availability request form before deadline Full-time: Ensure you have sufficient vacation time available, and use the disclaimer to ensure you have confirmed available vacation time in your vacation bank. Request will be filled by Unit Clerk unless Unit has exceeded the number of staff allowed off as per Unit Guidelines . Requests after vacation planner has closed are approved on a first come, first serve basis Unit Clerk will notify you via email of denial. Approval can be assumed if no email. Check rotor to confirm.

Christmas Wish List Wish List: schedule you are requesting to work during Christmas and New Year Wish List requests submitted between September 1st and October 1st of every year Christmas Rotor is posted on or around November 1st every year (depending on your union).

Overtime/Lieu Time Overtime Approval Form and Lieu Time Claim Form can both be at: Common drive/Staff Scheduling/Forms Note: Must be pre-approved by Shift Lead/Team Leader (CRN) Sheet must be signed by Group Leader prior to submission Submitted to your unit clerk Overtime will not be approved unless signed by TL and GL Review your Collective Agreement to understand what qualifies as overtime

Steps to retrieving forms on Common Drive

Phone: (519) 751-5544 extension: 2527 Email: staffscheduling@bchsys.org Questions/Concerns?