1. 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

2. 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

3. 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

4. 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

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

6. 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 list
Remember to copy yourself and the other person if there is a switch happening

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

8. 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

9. 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 it to designated group. Copy the co-worker who agreed to take your shift to the 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 it to designated group
Group Leader will review with unit clerk and determine if switch can be approved.
Denial will be ed 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 . Check rotor to confirm.

10. 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 of denial.
Approval can be assumed if no . Check rotor to confirm.

11. 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).

12. 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

13. Steps to retrieving forms on Common Drive

15. Phone: (519) extension:
Questions/Concerns?