SCHEDULING PROCEDURES & GUIDELINES

Transcription

1 SCHEDULING PROCEDURES & GUIDELINES Supervisors and Dispatch Operators will submit their availability via the ABI Mastermind online scheduling system. Please refer to INSTRUCTIONS ON USING THE SCHEDULING WEBSITE in this section on how to access the ABI system. Any scheduling issues can be directed to the schedules department by selecting the Contact My Scheduler option and clicking Send Message. Hosts, Security, Housekeepers, and Conversions: OVERVIEW All Hosts, Security, Pre/Post/Event Housekeepers and Conversions staff will be scheduled for work as per Article 9 of the CSE/CLAC, Local 501 Collective Agreement. ABI Mastermind (ABI) is the on-line scheduling system used by all hourly staff at Canucks Sports & Entertainment. Availability is declared and schedules are posted on-line at ess.abimm.com. Schedules are posted for each four-week period, running Sunday to Saturday. The schedule is posted one week before the start of the four-week period. Schedules for Hosts, Security and Event Housekeepers are posted in the event staff locker rooms. Schedules for Conversions and Pre/Post Event Housekeepers are posted in the L000 break room. Schedules can also be accessed online on the ABI website at ess.abimm.com. It is your responsibility to check the schedule for your scheduled shifts. If at any time you are unable to access the hard copy or on-line schedules, you can contact the Scheduling Department. The Scheduling Department can be reached via through the ABI website or at [email protected]. You can also call the Scheduling hotline at Hockey and concerts events are scheduled throughout the year. If events are added or no events/shifts are scheduled within a four-week period, we will post a message or send an advising of this. HOW IT WORKS Three weeks before the start of each 4-week scheduling period, the employer will post an availability calendar listing the upcoming events for the following 4-week period. The availability calendar is posted on-line, and hardcopies are left in the Wardrobe room. Employees are responsible for accessing the calendar by the due date, preferably on-line, and selecting which events they are available to work in that four-week period. Choices must be submitted to the employer two weeks before the start of the four-week period (the deadline date will be posted on the announcements screen on ABI or an will be sent out. With the exception of Conversions staff, all employees must make themselves available a minimum number of shifts as noted in Appendix D & E of the Collective Agreement and copied below. Conversions staff do not have a minimum monthly requirements, but they are required to work a minimum of 20 events/shifts per year (September 1 August 31). The online system identifies each employee s minimum availability. If employees do not provide a completed availability calendar prior to the deadline date, or if they do not select enough shifts to meet the minimum requirements, they will be assumed to be available for all shifts in the four-week period. Employees who declare themselves available to work more than the minimum number of shifts in the four-week period have three days from the date the schedule is posted to advise the employer they are no longer available to work the additional shifts. If an employee declares availability but is not scheduled for a shift, he/she will be required to hold their availability open until 72 hours prior to the start of the shift. SCHEDULING 56

2 # of Events/ # of Events/ % of Events/ # of Events/ % of Events/ Graveyard shifts Graveyard shifts Graveyard shifts Graveyard shifts Graveyard shifts per month for Pool A for Pool A for Pool B for Pool B 1 0 0% 1 100% % 2 100% % 3 100% % 3 75% % 4 80% % 4 67% % 5 71% % 6 75% % 7 78% % 7 70% % 8 73% % 9 75% % 9 69% % 10 71% % 11 73% % 12 75% % 12 71% % 13 72% % 13 68% % 14 70% Average % for Pool A: 52% Average % for Pool B: 77% Employees are scheduled for each event as follows: o Pool A employees will be scheduled first based on their classification seniority and their availability. o Pool B employees (all new employees start in this Pool) will then be scheduled on a rotational basis starting with the most senior employee in each classification and their availability. SCHEDULING 57

3 ADDING EMPLOYEES AFTER THE SCHEDULE HAS BEEN POSTED In the event the employer requires additional employees for an event/shift, and if the event is more than 72 hours away, the employer will automatically add, by seniority, any unscheduled available employees. The Scheduling Department will attempt to directly contact those employees who have been added to an event/shift. However, it remains the employees responsibility to check the on-line schedule or to phone the Scheduling Department to see if they have been added to the schedule. If an employee has been added to the schedule but fails to work the shift, Article 14 of the Collective Agreement will apply.. Conversions staff may also declare general availability for non-event conversions work that arises after the initial schedule is run in accordance with the Letter of Understanding in the Collective Agreement. If the employer has exhausted the list of unscheduled employees who have declared their availability and still requires more employees to work an event, or if it is within 72 hours before the start of an event, the employer may use all practical options to fill the deployment. This may include phoning employees, ing staff, speaking to employees at briefing, etc. INSTRUCTIONS ON USING THE SCHEDULING WEBSITE ACCESSING THE WEBSITE To access ABI the on-line scheduling system go to Log into the system using Canucks as the venue ID. Your login ID is your last name plus the last 4 digits of your employee number. Enter the temporary password of and click on the login button. ENTERING AVAILABILITY Click on the Availability by Event button. The top of the page will indicate the minimum amount of shifts you must be available for. (Note: You may choose more, but not less than your minimum). The available shift time, dates, Event Times (not shift start times) and Event Name (when available) are displayed on this screen. To select event times you are available for, scroll over the check box under the Available header. Select the box so that a check mark appears to pick your available start time under the Available Times header. Please note if only one shift time is available it will only read all shifts. To remove your choice or redo, unclick the check box under Available and your selected shift will disappear. Continue selecting shifts until you have reached at least your minimum shift requirement. Once you have selected your minimum amount of required shifts (or more), click on the Submit Selections on the top right of the screen. If you do not click the submit Selections button your availability will not be processed. VIEWING CURRENT SCHEDULE Click on View My Schedule Your schedule will appear on a calendar and also in a list format. You can choose which format on the top right side of the screen. You can also move between months by clicking next month or SCHEDULING 58

4 previous month on the top left of the screen. Note this will only display your schedule after the date it has been posted on. To download your posted schedule, click on the Download Calendar button, located on the top right hand side of the screen and follow the instructions. LOGGING OUT To log off the website, click Log Out located in the bottom left hand corner of the screen. POSTED SCHEDULE CODES (72 Hour Hold) Displays as On Hold on your view my schedule page You made yourself available for the event/shift, but you have not been scheduled to work. Unless you have notified the employer within three days from the date the schedule is posted that you are no longer available to work an unscheduled shift, you will remain available to be added to this shift, for up to 72 hours prior to the event. Please check website or contact the Scheduling Department to confirm if you have been added to a shift. You must always remain available for the minimum number of shifts as noted in Appendix D or E of the Collective Agreement. Conversions employees please review the Letter of Understanding Non-Event Conversions work arising after the initial schedule is run in the Collective Agreement as it pertains to availability for potential non-event shifts that may arise after the initial schedule is posted. (Scheduled Shift) Displays with a start and end time and event on your view my schedule page You have made yourself available for this event/shift and were scheduled for it when the original schedule was run. You are scheduled to work this event/shift. (Shift has been Added) Displays the same as a scheduled shift with the times and event displayed. You made yourself available to work this shift but were not originally scheduled to work it. The employer required more staff for that event/shift so you have been added to it by the Scheduling Department. You are now scheduled to work this event/shift. Please note that if you did not submit your availability to us before the deadline date, you will be deemed to be available for all shifts in the scheduling period (this does not apply to Converisions staff). You may be added to events if not originally scheduled. (Shift has been Removed) the shift will no longer appear on your view my schedule page You have contacted the Scheduling Department within the required three days of the original posting of the schedule and indicated you can no longer work a shift you had originally made yourself available for. Conversions employees please review the Letter of Understanding Non-Event Conversions work arising after the initial schedule is run in the Collective Agreement regarding timelines for removing availability where you have made yourself available for potential non-event work. EXCUSED SHIFTS Employees will be entitled to excuse themselves for up to 5 shifts in a 12-month period starting September 1 st without consequence, as long as they call in at least one week prior to their scheduled shift and the employer can find a replacement. If the employer cannot find a replacement and the employee is still not able to work, the employee may be issued a Cancelled shift. SCHEDULING 59

5 Excused shifts taken during the season can be found when you log into the ABI system. CANCELLED SHIFTS/EMERGENCY LEAVES Employees will be entitled to cancel up to 4 shifts in a 12-month period starting September 1st, providing they call the employer any time prior to the start of their shift. If more than four cancelled shifts occur the employee will be administratively discharged. Cancelled shifts taken during the season can be found when you log into the ABI system. UNEXCUSED ABSENCE An unexcused absence occurs when an employee does not report to work and does not call in prior to the start of their shift. If an employee receives one unexcused absence, he/she is automatically suspended for 3-shifts, the dates of which are determined by the employer. If an employee receives a second unexcused absence within a twelve month period starting September 1 st, the employee will be administratively discharged. Unexcused absences during the season can be found when you log into the ABI system. LEAVE OF ABSENCE REQUESTS Employees should make every attempt to accommodate outside commitments through their ability to select the events they are available to work. When that is not possible, a request for a Leave of Absence may be submitted no less than 2- weeks prior to the start of the next four-week scheduling period. Please note: the more advance notice that provided allows for better consideration of your request. Submit your LOA request through the Contact Your Scheduler option on ABI or ed to [email protected]. Alternatively, LOA request forms are available in the locker rooms and the L000 Break Room, and completed forms can be left in the drop boxes located in these rooms. Submitting a form does not automatically give you the time off requested, and approval for an LOA is subject to operational requirements. You will receive a reply to your leave request within 2-3 business days of submitting it indicating whether or not the request was approved. Minimum availability will be pro-rated for the remainder of a four-week scheduling period where an approved leave of absence (LOA) affects an employee s ability to meet the minimum availability requirement. For example, if an employee s minimum availability in a four-week period is six shifts, but an approved LOA leaves only three shifts remaining in the four-week scheduling period, the employee will look up 3 under the # of Events per four weeks column of Appendix D or E in the collective agreement to determine the new monthly minimum that will apply for the remainder of the four-week period. Employees must still fill in their on line availability for the prorated period or call the Scheduling Department prior to the scheduling deadline to manually select shifts for any prorated availability. Failure to do so will result in the employee being scheduled for all remaining shifts in the four-week period. Vacation LOA requests for December must be submitted by September 30 th of that year. Leaves will be approved based on classification seniority and operational requirements. SCHEDULING 60

6 ILLNESS & INJURY If you must be absent due to illness or injury, you must call the Scheduling Department at before the start of your shift or you will receive a No-show and Article 14.3 of the Collective Agreement will apply. Doctor s notes are required on the third and each following shift missed due to illness or injury during the season (September 1 August 31). Doctor s notes must be submitted to the Scheduling Department within five (5) calendar days of a missed shift or the employee will receive a, excused, cancelled or unexcused absence shift. If an employee attends work and due to an illness or injury is unable to perform their assigned duties, they may be asked to go home. In this case the shift will be recorded as a sick and the employee will be paid for time worked only. SCHEDULING 61