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 Article 23: Hours of Work

 Article 23: Hours of Work Mary Orton & Stacey Hawkins | December 12, 2012,12:00 pm to 2:00 pm. agenda  Overview of Article 23  Tackle Common Department Issues (Scenarios)  Discussion – Questions/Issues. Overview of Article 23. Overview of Article 23. Overview of Article 23.

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 Article 23: Hours of Work

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  1. Article 23: Hours of Work Mary Orton & Stacey Hawkins | December 12, 2012,12:00 pm to 2:00 pm

  2. agenda  Overview of Article 23 Tackle Common Department Issues (Scenarios)  Discussion – Questions/Issues

  3. Overview of Article 23

  4. Overview of Article 23

  5. Overview of Article 23

  6. Scenarios: Areas to Consider • Is the solution operationally feasible? • Do I need to provide notice? • Is the solution in compliance with the collective agreement? • Is the solution fair?

  7. Scenario #1 Suzie is a long time employee at Laurier whose performance has declined over the last few years but customer service skills are excellent. Suzie is an Event Co-ordinator which requires her to work a majority of Saturday’s to attend events and ensures the event runs smoothly. By Suzie working Saturdays you are accruing large amounts of overtime. How would you go about solving this situation? How much notice would you be provide?

  8. Scenario #1 - Answer • Need to adjust work week to Tuesday to Saturday (Sunday & Monday days off) to avoid incurring overtime • Suzie’s days off would be Sunday and Monday • Since Suzie is a long time employee and if this is a permanent change to her schedule, you will need to provide her with 3 months notice

  9. Scenario #2 Roger, recently hired as a Program Co-ordinator, would need to travel to Toronto for a meeting once a month. The meeting is from 8:30 am to 10:30 am. The requirement for Roger to travel to Toronto was explicitly noted on the job posting, confirmed during the interview and noted in the offer letter. There is no money in your budget for overtime. How would you set Roger’s schedule? How much notice would be required to provide?

  10. Scenario #2 – Answer • Need to adjust schedule so Roger does not work over 7 hours/day including travel time (i.e. 6:30 am to 2:30 pm, would incur shift premium from 6:30 am to 8:00 am) • No notice required since Roger is a new employee and this schedule would have been set from the start • Other suggestions: Negotiate new start time for meetings in the future or set-up a conference call

  11. Scenario #3 • Fred and Deborah both hold front line positions in an academic department where the office hours posted are from 8:30 am to 4:30 pm. Three years ago Fred negotiated a shift of 8:00 am to 4:00 pm. With the flexibility in hours of work language, Deborah would like to work 8:00 am to 4:00 pm. Fred is the more senior employee. • How would you decide who would get the more desirable shift?

  12. Scenario #3 - Answer • “Any request for flexible hours…may be denied by the University if service or operational requirements are adversely affected” • Mediate between employees to problem solve • Can approve both employees on a temporary basis – ensure there are other staff members to respond to questions (i.e put a bell out) • Is there another arrangement Deborah would agree to?

  13. Scenario #4 • On April 1stJoe requested to a work a compressed work week from May 1st – August 31st. Joe would work extra hours during the day to have every other Friday off. Joe has accrued 235 hours in vacation. You have also received another request for a compressed work week from Jill for the same schedule. • How would you respond to Joe & Jill’s request?

  14. Scenario #4 - Answer • Ask Joe what his plan was to use up the vacation • Suggest instead of a compressed work week use vacation • If Joe is not in agreement, as per Article 25.18.7 (iii) schedule carryover of vacation • If operationally feasible, approve Jill’s request

  15. Scenario #5 • Dorothy is Administrative Assistant for an academic department. She has been employed at the University since 2003. She has been requested to assist with an one-time event that is from 6pm-8pm that is 5 weeks from today. She is responsible for the decorations, registration table and clean-up. The costs of the event have gone over budget. • How best would you incorporate her daily work hours? • How much notice would be required to provide?

  16. Scenario #5 - Answer • Adjust Dorothy’s schedule the day of the event to work 1pm to 9pm • Shift premium to paid after 8pm • Meet with Dorothy at least 1 month prior to the date of event to notify her of the shift change

  17. Summary • Review employee’s current schedule, is it working for the department? • Ensure the solution is fair, operationally feasible and is in compliance with the collective agreement • Always ask yourself how much notice am I required to provide to make this change?

  18. Questions? Contact Information: Mary Orton morton@wlu.ca Ext. 2805 STACEY HAWKINS shawkins@wlu.ca Ext. 4372 Kate konopka kkonopka@wlu.ca Ext. 4370 JOANNE ROBERTS joroberts@wlu.ca Ext. 4371 LISA CARSON lcarson@wlu.ca Ext. 5612

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